Green Barn Cottages Booking Terms and Conditions

1. Contract for Holiday Let:

This contract is made under English Law between the hirer (the Guest) and (the Owners). Holiday rental is subject to confirmation by the Owners to the Guest.

2. Booking and Acceptance:

A Booking exists once the deposit payment, or payment of the full rental amount if the booking is made within eight weeks of the start date (see clause 3), and the completed Booking Form have been received by the Owners, and the Owners have confirmed acceptance of the Booking.

3. Final Payment:

The balance of the rental, together with any security deposit (see clause 4) is payable no less than eight weeks before the start of the rental period. If payment is not received by the due date, the Owners reserve the right to give notice that the Booking is cancelled. Bookings made within eight weeks of the start of the rental period require full payment at the time of booking.

4. Security Deposit:

The owners reserve the right to require payment of a security deposit in case of damage to the Property and its contents. Any such security deposit will be payable at the time of the Final Payment as defined in clause 3 above. The Owners will account to the Guest for the security deposit and refund the balance due within two weeks after the rental period. Any breakages during the rental period shall be accounted for by the Owners and may be deducted from this security deposit. This clause shall not limit the Guest’s liability to the Owners. The Guest should report any breakages in a timely manner to the Owner/Manager so that replacements can be obtained.

5. Cancellation:

Subject to clause 2 and 3 above, in the event of non-insurable cancellation, refunds of amounts paid will be made if the Owners are able to re-let the Property using reasonable endeavours. Any expenses or losses incurred in so doing will be deducted from the refundable amount.

6. Insurance:

The Guest is expected to arrange a comprehensive travel insurance policy (including cancellation cover) and to have full cover for the party’s personal belongings, public liability etc since these are not covered by the Owners’ insurance. Please note that the Owners do not act for, nor recommend, any particular provider of travel insurance, but may be able to suggest providers of suitable cover if requested.

7. Arrival and Departure Times:

The rental period shall commence at 4.00pm on the first day and finish at 10.00am on the last day. The Owners shall not be obliged to offer the accommodation before the time stated and the Guest shall not be entitled to remain in occupation after the time stated.

8. Arrival Instructions:

The Owners will forward full instructions to the Guest on receipt of the final payment, including directions to the property, arrangements for entry, and local contact point in the event of problems.

9. Pets:

Pets are not allowed without prior agreement, and a surcharge may be payable. The Guest is expected to provide bedding and food bowls for the pet and to ensure pets do not get on, nor cause any damage to, furniture, fittings or beds. Pets must never be left unattended in the property.

10. Alterations to Booking:

The Guest shall notify the Owner in advance of arrival of any changes to the names of people staying in the Property, and in any event the maximum number of people to stay in the Property must not exceed the advertised capacity.

11. Guest’s Responsibilities:

a)The Guest agrees to be a considerate occupant of the Property, to take good care of the Property and to leave it in a clean and tidy condition at the end of the rental period. Although a final clean is included in the price, the Owners reserve the right to make a retention from any security deposit to cover additional cleaning costs if the Guest leaves the Property in an unacceptable condition. b)The Guest agrees not to act in any way that would cause disturbance to people in neighbouring properties. c) The Guest shall report to the Owner/Manager without delay any defects in the Property, breakdown of equipment or appliances in the Property, upon which arrangements for repair and/or replacement will be made as soon as possible. d) The Owner/Manager has the right to reasonable necessary access to the property, and access in the event of any emergency.

12. Owners’ Liabilities:

The Owners shall not be liable to the Guest for: a) Any temporary defect or stoppage in the supply of services to the Property, nor in respect of any equipment or appliances in the Property or grounds. b) Any loss, damage or injury that is the result of adverse weather conditions, riots, war, strikes or other matters beyond the control of the Owner. c) Any loss, damage or inconvenience caused or suffered by the Guest if the Property shall be destroyed or substantially damaged before the start of the rental period and in any such event the Owners shall, within seven days of notification to the Guest, refund the Guest all sums previously paid in respect of the rental period. d) Any loss or injury to the Guest or the Guest’s vehicle or other property. Under no circumstances shall the Owners’ liability to the Guest exceed the amount paid to the Owners for the rental period.

Additional Points

Charging of Electric Vehicles (EVs)

We do not have a dedicated EV charging point, nor do we have a power socket, either indoors or outdoors, that is suitably rated, protected and certified as safe for use for charging an EV, or for plugging in a lead that is routed outdoors.
We are therefore unable to allow the charging of EVs on the premises, but we’re happy to direct guests to the nearest available public charging points and can provide this information in advance of arrival on request.

Hired or Inflatable Hot Tubs

We do not allow guests to bring or hire hot tubs.
We are not connected to mains drainage and our private system is not suitable for taking the discharge from emptying a hot tub, for reasons of both  sudden volume of water and the chemical content.
The chemicals used in a hot tub to help prevent disease and Legionella means that it is illegal to empty one directly onto the ground, or where it could run straight into a watercourse.

Your Data and Your Privacy

 

In order to fulfil our contractual obligations to you (our guests or potential guests) we have to collect and keep secure certain information that identifies you, known as Personally Identifiable Information (PII).
We are committed to protecting and respecting your privacy.
Changes to the Data Protection laws with the introduction in May 2018 of the GDPR (General Data Protection Regulation) require us to provide the information below regarding the processing of your PII:

Who we are, what we do

We are Anne and Patrick Rochford t/a Green Barn Cottages providing holiday rental accommodation in properties that we own and manage and which are located at The Green, Ravenstonedale, Kirkby Stephen CA17 4NW.  We determine how and why your personal data is processed, and as such we are the data controller.
We are registered with the Information Commissioner’s Office.

What we collect:

Personal Information supplied by you on an enquiry or booking form, which may include your name, address, email address and phone number(s), passport details if you are not a UK resident, and other information specific to your booking including the number and age range of your party and whether you are bringing pets, and any other information that is relevant to our meeting your holiday requirements and providing you with the best service.
Your IP address is also classed as Personally IdentifiableInformation, and is included in any emails you send. We use Google Analytics (GA) to help us review our marketing performance; GA is configured to anonymise IP addresses.

Financial Information: We do not collect any information about you that is financially sensitive. Card payments or refunds are processed online via a secure link between you and a secure third party payment gateway (Barclays Card Services).
We do not take card payments directly over the phone or in person and therefore we do not collect, store or process sensitive card data.
We are compliant with the Payment Card Industry Data Security Standard (PCI DSS)

Why we Collect it

There are a number of legal bases for collecting and storing data that are defined by different headings under GDPR. The headings that apply to our relationship with you are Contract, Legal Obligation, Legitimate Interest, andConsent.

Booking contracts: We collect the information we need to answer any enquiry you make regarding our holiday accommodation, and to process any resulting booking from initial booking through to your departure and any subsequent communication or feedback. The basis for this is defined under GDPR as Contract.
Accounting and Tax: We use information to enable us to produce figures to meet our legal obligations for accounting and tax. The basis for this is defined under GDPR as Legal Obligation.
Market research: We analyse information to enable us to assess trends in booking patterns, and how we have obtained bookings ( eg via a third party listing site, direct to our website, recommendations and others) and how many enquiries convert to bookings. This helps us to make best decisions on how we use our advertising budget. The basis for this is defined under GDPR as Legitimate Interest
Direct Marketing Mailshots and Newsletters: We send occasional newsletters and special offers via email to previous guests.  For this purpose we manage a list of names and email addresses. Your information will only be on the list if you have given your Consent to receive our mailshots and have not subsequently unsubscribed from the list. You will have the option to unsubscribe with each email we send, and at any time by means of an “Unsubscribe” button or check box on our website.
Your information will not be added to our mailing list unless you give specific clear consent by way of an “Opt In” check box. The basis for this is defined under GDPR as Consent.

How we store it

Data is stored on a password protected third party booking management platform on their secure server. We may download part or all of the data to our own password and firewall protected computer for research, accounting and tax, and marketing purposes as described above.
Copies of emails are stored on our own password and firewall protected computer, and on the secure server of the hosting service and email provider for our website domain.

How long we keep it

We are required to keep records of the information needed for accounting and tax purposes for 6 years.
Any data not required for the purposes of accounting and tax obligations is kept for 12 months

How we protect it

You might enter information on our website, so our website and domain has an SSL security certificate to provide a secure connection between you and the website. When you visit our website you should see the padlock symbol alongside our domain name as confirmation.
All data is on password and firewall protected computers or servers.
If you make a payment by card your name and address information is required by our card processing gateway, Barclays Card Services, for security verification and we pass that information to them as encrypted data using the encryption standard defined by Barclays Card Services. The card transaction process is then handled directly between you and the payment gateway.
Other than for the payment gateway purpose described above, we do not share your data with any third party for any reason other than if legally required to do so for purposes of lawful investigation.

Your rights to see the information we hold about you

If you have concerns you can ask to see the information we hold about you and have it corrected or deleted; please contact us by email to datacontrol@greenbarncottages.co.uk or as described above. There is further information about your rights under GDPR on the website of the Information Commissioner’s Office, whom you should also contact if we are unable to reolve any complaint  www.ico.org.uk

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