Terms & Conditions (as at 8pm on 8 January 2021)
When you make a booking using our online booking system or by telephone you will receive an automatically generated booking summary, by email, to the email address you provide on the booking form or over the telephone. 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. IMPORTANT: 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 if children are included) of your party. Sub-letting is not allowed. This is important for insurance plus Track & Trace purposes. The named booker is responsible for all payments and must ensure that accompanying guests receive a copy and abide by our Terms & Conditions. The named booker is responsible for forwarding to other members of their party any correspondence sent by us in relation to their booking.
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 you 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. No entry to properties will be allowed without payment, in full, being cleared beforehand.
Non communication will result in the booking being automatically forfeited. Failure to make full payment of the balance in the time period stated above will result in the booking being cancelled and the deposit being forfeited unless pre-arranged between the Hirer and us.
All payments will be acknowledged by us and payment reminders sent by email. Please check your junk mail, especially if you have a Hotmail email address.
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 must be requested by email to firstname.lastname@example.org. 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 made (with a 25% deposit paid) before 9 April 2020 and/or from 8pm on 8 January 2021
If you cancel up to 60 days prior to check-in your deposit will be refunded less a £50 per booking administrative charge. If you cancel from 60-8 days before check-in attempts will be made to re-let the property by Brechfa Forest Barns for the period of the booking. If re-letting the property is successful for the whole period all the monies paid less an administrative charge of £50 per booking will be refunded. If re-letting the property for part of the period booked is successful, an amount equal to the money paid by the Guest less the rental for the period which is not re-let and an administrative charge of £50 will be refunded. If it has not been possible to re-let the property at all then all monies paid by the Guest shall be forfeit to Brechfa Forest Barns. All reimbursements will be made on the scheduled check-out date of your original booking. If you cancel 7 days or less prior to check-in or if you decide to leave the property before your scheduled check-out day all monies paid by the Guest shall be forfeit to Brechfa Forest Barns.
Bookings made (with a 25% deposit paid) between 9 April 2020 and 8pm on 8 January 2021 for holidays taken from 1 August 2020 – 31 December 2022
Flexible cancellation is active for your booking. Bookings cancelled within 2-60 days of arrival will be refunded in full and a claim opened. Refunds will be processed on the departure date of the cancelled booking. Bookings cancelled 0-1 day before arrival are non-refundable. Example. If you are arriving on a Monday, you can cancel up to the Saturday. Cancellations on Sunday (day before) or Monday (arrival day) will not be covered.
Cancellations due to Covid-19 (or variant of)
Bookings that can not legally go ahead will receive a credit voucher for the fees paid to enable the Guest to rearrange their booking. Cancellations due to government lockdowns or guidance including Tiers will be checked on the home address provided by the Guest at the time of booking. The above guarantee does not cover you (or members of your party) for being unable to travel because you (or a member of your party) fall ill with Covid, or are required to quarantine or self-isolate. These events can be covered by you (and your party members) by taking out travel insurance. There are a number of policies that include cover for illness with Covid and self-isolation (examples below) or you can look for suitable cover on comparison websites.
We are not selling, promoting, endorsing or recommending any particular product and do not benefit financially from, nor have any formal relationship with, any of these providers:
Coverwise Allianz Assistance Trailfinders
It is strongly recommended that Cancellation Insurance is purchased at the time of booking.
Change of Dates or Property Booked: Once a booking has been accepted it can only be changed to another property &/or date by treating the original booking as a 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) 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 (see below).
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 website is 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. This is important for insurance and Track & Trace purposes. 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 under any circumstances for their own safety. There is a sofa-bed downstairs if you wish your dogs to sleep with you.
Dogs are not allowed upstairs in The Hay Barn, in either bedroom in Bay Tree Barn or on the sofa bed when made up with our bed linen in The Old Bike Shed unless you have brought and use your own duvet covers, pillow cases and bed throws. We must be advised in advance of your stay if you plan to bring your own bed linen. A charge will be made if additional cleaning is required as a result of evidence to show your dog(s) have been in the bedrooms &/or on our bedding.
Please bring throws if you allow your dogs on the lounge furniture. Dogs must not be left unattended in the barns or in The Dog Park & Sensory Garden 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 and dog park 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 and to The Dog Park & Sensory Garden.
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 onto the premises. Should it be necessary to close a cottage(s) due to flea infestation you will be liable for the cost of treatment to deal with this together with our loss of income resulting in closure of a cottage(s) until such time as it is deemed safe to let again.
The Dog Park & Sensory Garden
We often have anxious dogs staying so, if some of our guests and their dogs are using the dog park, please ask them if they prefer exclusive use and, if so, come back later. Please arrange this between yourselves and allow time for everyone to enjoy it. If they are happy for you and your dogs to join them please practice social distancing.
- Please take water and a bowl for your dogs.
- Please remove all dog faeces from the dog park – bins are provided at your cottage for disposal of this.
- Please do not allow your dogs to dig anywhere other than in the sand pit provided.
- Any damage caused to The Dog Park & Sensory Garden must be reported and paid for.
- Every effort has been made to provide a safe environment for your dogs to enjoy however it is a work in progress. Guests and dogs use the dog park entirely at their own risk.
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 and accept that, if WiFi is not available due to a fault from a supplier, you will need to use your own data and we will not be held responsible for this.
Owner Access: The Owners reserve the right to have access to the properties at all reasonable times, with prior notice if necessary. Social distancing will be adhered to.
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 accidents and breakage to any part of the cottages, or facilities provided at the cottages (including The BBQ Hut and The Dog Park & Sensory Garden) 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 night 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 unaccustomed to country life may be surprised to find the occasional uninvited wildlife visitor in the barn (so far we’ve only had to 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.
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 email@example.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.
IMPORTANT INFORMATION REGARDING COVID-19
Because of COVID 19 we have had to make some changes to the way we operate. The following is government guidance and advice from PASC (Professional Association of Self Catering) and is for your safety and reassurance. The information below is as of 6 July 2020 and will be reviewed regularly with amendments made as required as per the latest advice. The points form part of our Terms & Conditions which must be signed by yourself to minimise the risk of spreading Coronavirus.
The cleanliness of our cottages has always been paramount to us. We have now introduced commercial-grade disinfectants that meet government guidelines for killing Coronavirus. We will take extra care of high touch surface areas, from door handles and light switches to kettles and toasters. We will leave products in the cottages for you to use throughout your stay but you may also wish to bring your own. If you do bring your own please take them away with you at the end of your stay.
ARRIVAL & ENTRY
To minimise risk we will now be operating self-check in. Please park up right outside (see below for how) and let yourself into your cottage. The keys will be in the door and will have been disinfected prior to your arrival. Bay Tree Barn is the 1st of the 2 semi-detached cottages. The Hay Barn is the 2nd of the semi-detached cottages accessed via the gravel path at the bottom of Bay Tree Barn. The Old Bike Shed is the annex of our farmhouse.
IMPORTANT: Please text us on 07590 923604 (or message us via Messenger) to let us know you’ve arrived safely, that everything is OK for you or if you have any questions – then we will have your contact details should we need to contact you during your stay.
Guests staying in Bay Tree Barn & The Hay Barn please park with your car’s nose or tail facing the view leaving room for other guests’ vehicles. Guests staying in The Old Bike Shed can park right outside the property in front of the iron gate.
In line with guidance from PASC to minimise risk we will no longer be providing a welcome tray so please bring all the essentials you need for your stay.
Guest information will be in a plastic book with plastic sleeves all of which will be disinfected on changeover days.
We will continue to provide cushions on the sofas/chairs and will change the covers on every changeover.
To minimise risk, and to protect furniture from claw scratches, please bring throws with you and take them away when you leave.
We have purchased, in bulk, mattress protectors, zipped pillow and duvet protectors. Beds will be made up with clean bed linen as usual. Linen will all have been washed in accordance with the latest virus control procedures. Bedspreads will be changed on every changeover. Clean bedding is stored in our laundry room and will not be touched for at least 72 hours prior to each changeover day.
IMPORTANT: If you prefer to bring your own bedding (for COVID19 reasons &/or because your dogs will be on the bed) please advise us BEFORE your arrival day exactly what you will be bringing so that we don’t make the bed(s) up for you.
We will continue to provide 1 medium and 1 hand towel per person plus an additional hand towel per bathroom and a bath/shower mat.
IMPORTANT: If you prefer to bring your own towels please advise us BEFORE your arrival day.
Please bring your own and take them away with you at the end of your stay.
We will provide some washing up liquid, a disposable dishcloth and sponge plus 2 tea towels.
We will continue to provide 2 toilet rolls per cottage.
There will now be hand wash at each sink in each cottage.
CUTLERY, CROCKERY & GLASSWARE
All kitchen equipment, dishes and utensils will be clean but not sterilised. In line with guidance from PASC we have limited the number of crockery, cutlery and glassware to make it more manageable for our housekeeper on changeover day. If you find you’d like more please message us – we have additional supplies stored. To minimise risk please wash every kitchen item prior to and after use.
Remote controls will be in enclosed plastic bags or cling film. Please don’t remove if possible.
The only shared items are the washing machine, tumble drier, vacuum, mops and hose which are kept in a utility room in an outbuilding opposite the cottages. We will leave disinfectant and disposable paper in the utility room. Should you wish to use any items from here please wipe everything before and after use. If there is someone in the utility room please practice social distancing or return later. Please wash your hands thoroughly as per government advice after touching anything that could have been in contact with someone else.
Please follow the strict recycling guide given in each cottage. When taking your rubbish to the recycling shed next to the garage, if there is someone in the recycling shed please practice social distancing or return later. Hand sanitiser is provided but please also wash your hands thoroughly as per government advice after touching anything that could have been in contact with someone else.
We comply with all relevant health and safety rules when preparing food. If you have ordered meals in advance of your stay they will be delivered at the agreed time. We will knock on the door, step back and wait to ensure you have taken your food. Please leave the dishes provided in the cottage. We will contact you if we need them back during your stay to arrange collection.
THE BBQ HUT
It is not possible to remove all of the cushions after each use so, if you have booked the BBQ Hut during your stay, please bring throws with you to sit on. All soft furnishings in the BBQ Hut will be sprayed with disinfectant between guests and it will be aired thoroughly before your arrival. Crockery, cutlery & glassware will be washed prior to your arrival. If you prefer to bring your own from the cottage please advise us beforehand. We provide hand sanitiser in the BBQ Hut. We comply with all relevant health and safety rules when preparing food. Guests use the BBQ Hut at their own risk.
CHECK OUT & DEPARTURE
Check out is strictly by 10am on departure day to allow adequate time for our cleaner to thoroughly clean each cottage for the next guests at 4pm. As more time will be required to comply with government guidelines, more than ever it is important to ask you to do your very best to leave the cottage in the clean and tidy condition it is presented to you. This will help our hard-working cleaner get through 3 cottages in 6 hours! Thank you. Our cleaner will wear the appropriate PPE.
IMPORTANT: BEFORE YOU LEAVE
To minimise risk:
- Please open the windows at least 1 hour before your departure to allow air flow.
- Please take your rubbish to the recycling shed
- At least 1 hour before departure please remove duvet covers, duvet protectors, pillow protectors, pillow cases and cushion covers and put in the blue bags provided. Please leave these bags in the bathroom together with the bedspread. Please place all towels, bath mat and tea towels in the blue bags provided and place the bag in the bathroom.
- PLEASE LEAVE THE MATTRESS PROTECTORS ON
- Please leave the keys in the door (outside) and close the door behind you.
- Wash hands regularly with soap
- Maintain a safe 2 metre social distance
- Do not touch surfaces and products unless necessary
ISSUES DURING YOUR STAY
If during your visit there is an exceptional reason why a third party needs to visit the cottage, for example to rectify an issue, social distancing will be adhered to.
IF YOU DEVELOP COVID 19 SYMPTOMS PRIOR TO YOUR HOLIDAY
If you or anyone visiting the cottage with you are showing symptoms of the virus before your visit you should follow government guidelines by ringing NHS 111 for advice and let us know as soon as possible if your visit needs to be cancelled. Do not travel to your holiday cottage if you or anyone visiting the cottage with you is showing signs of the virus.
IF YOU DEVELOP COVID 19 SYMPTOMS WHILST ON YOUR HOLIDAY
If you or anyone visiting with you display the symptoms whilst visiting the cottage you must follow government guidelines which are currently to ring NHS 111 and to notify us immediately, request a test and return home and self-isolate immediately. Any guest with a suspected illness should seek medical help in their own home. No guest may quarantine at Brechfa Forest Barns and reimbursement will not be made for dates not taken. All guests have a duty of care to advise us, the owners, when an illness occurs. Any guests within the same cottage must vacate the cottage at the same time. If you, or members of your group, do not leave the cottage you will be billed for the extra days spent at the cottage plus 3 nights which will be required for deep cleaning to ensure the space is safe for future visitors. You will also be billed to reimburse any guests should their holidays have to be cancelled due to the above.
WE ARE COVID COMPLIANT
We have gone above and beyond to make your stay as safe as possible but your holiday is at your own risk from the moment you leave home.