Cottage Terms & Conditions
Please ensure you read & fully understand these booking terms and conditions. If you require clarification or further information, please contact us on 01253 702122 or email us at [email protected]
1. In case of an emergency
1.1. In emergency circumstances call 999 immediately before notifying Brickhouse Farm Cottages.
1.2. In case of emergency telephone 07557 282530 whilst staying at Brickhouse Farm Cottages.
2. Limitations of liability (The Legal Bit)
2.1. A contract between the guest (you) and the owner (Brickhouse Cottages Ltd) will come into existence when payment is received, and a booking confirmation is issued showing the confirmed holiday dates. The contract binds you & all the members of your party. It is your responsibility to ensure that all members of your party accept the terms of the contract set out in these terms & conditions of booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract & loss of the booking. This agreement is made on the basis that the property is to be occupied by the guests for a holiday as mentioned in the Housing Act 1988 Schedule 1 paragraph 9 and the guests acknowledge that the tenancy granted by this agreement is not an assured tenancy and that no statutory periodic tenancy will arise when it ends.
2.2. Brickhouse Farm Cottages does not hold any responsibility for personal injury to the guest and his/her invitees or loss or damage to their property or for matters the owner has no control and all disability aids, hot tubs, recreation area & fishing lake are used at visitors own risk.
2.3. Bookings cannot be accepted from persons less than 18 years of age. Group bookings of single sex parties are not allowed unless agreed and arranged with the owner.
2.4. The owner strongly advises guests to take out comprehensive travel insurance. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.
2.5. Bookings are valid when written confirmation is received from Brickhouse Farm Holiday Cottages Ltd.
2.6. The guests right to occupy the property may be forfeited without compensation if:
i) More people or pets than declared at the time of booking or before the commencement of the holiday to the owners and/or the number the property holds, attempt to take up occupation.
ii) Overnight guests are entertained without the owner’s prior permission.
iii) Any activity is undertaken which is illegal, or may cause unreasonable damage, noise, behaviour or disturbance.
iv) Smoking has taken place in a designated “No Smoking” property.
2.7. The owner reserves the right to make price alterations if necessary and refuse a booking without giving a reason
2.8. The owner or their representative shall be allowed access to the property at any reasonable time during any holiday occupancy.
2.9. The guest may in no circumstance re-let or sublet the property, even free of charge.
2.10. The holiday park has open water sources such as ponds, lakes or dykes. The guest must ensure familiarisation with the park layout and supervise children and vulnerable adults appropriately. The park is located in a rural area, which restricts lighting levels. Take care to avoid accidents and consider using a torch if you are in any way uncertain about the lighting conditions in place. Please also take extra care on uneven ground and paths.
2.11. Please park your vehicle(s) in the designated parking space(s), ensuring cars do not block access to other properties. There is an overflow carpark at the rear of the complex (behind Elm Cottage) should you require additional parking. You should comply with speed limits of 5mph, parking and other traffic regulations on site. All vehicles are brought onto the site at their owners risk and The owner does not accept responsibility for loss or damage to these except where it is caused by our negligence or fault. The owner is not currently designed to supply the electricity required to support vehicle charging. In addition to the additional load on the accommodation’s supply, there is an increased risk of electric shock and a trip hazard from any charging cables that would be in use. Although we are fully committed to doing our bit for the environment and welcome hybrid cars, we therefore have to insist that the guests do not use the accommodation’s electricity supply to charge their vehicle. (We are on with having some fitted in due course.)
2.12. Please respect the community and try to keep noise levels to a minimum, especially between 11 pm and 8 am.
2.13. The owner has CCTV in operation within the grounds & Lakeside building, including within the pool and sensory room and is registered with Information Commissioner Office. This excludes areas where people have a heightened expectation of privacy, such as changing rooms.
2.14. Smoking, e-cigarettes and vaping is not permitted in any of our accommodations, if you smoke or vape in any of our accommodations you will be charged £100 for it to be specially cleaned. It is illegal to smoke or vape inside enclosed public buildings. The owner does not allow the use of e-cigarettes or vaping inside enclosed public buildings.
2.15. The information you give us in connection with your booking is held securely on our computer system and dealt with in accordance with the Data Protection Act 2018. By providing us with this information you are deemed to accept this and to have the consent of all members of your party to this. We keep this information to help us improve our service to you and to provide you with information about our holidays and services by telephone, e-mail, post and SMS and to keep you informed of our latest news and offers. If you would prefer not to receive this information from the owner (Brickhouse Cottages Ltd) then please contact us on the details below. Further details relating to our privacy policy can be found on our website.
2.16. If the guest or any member of your party has an allergy to pets we would strongly recommend that you do not book accommodation which accepts pets. We cannot guarantee that pets have never occupied any of our accommodation.
3. Prior to arrival
3.1. Inform the owner if using electrical medical equipment during your stay such as oxygen compressor, ventilator, suction machine etc. This will allow us to prioritise attention in case of the unusual event of a power cut.
3.2. Inform the owner if oxygen tanks and compressors are required during your stay as additional fire safety signage is required.
3.3. Inform the owner if you will be bringing an electric wheelchairs/chargers, this will allow us to provide an adequate area and socket. All large electrical devices should be PAT tested prior to arrival and a copy of the PAT testing certificate carried with your party during your stay. PAT testing can be carried out on sight for a fee.
3.4. Check in is from 4pm on day of arrival, if your cottage is ready before this time we will call to let you know. If your cottage is not available on your arrival you can access our on-site restaurant with changing places & toilets. Please note that early check ins can be requested but are not always guaranteed. If the guest believes you are likely to arrive after 7pm on the day of your arrival then you must inform the owner. If you do not inform the owner and/or your intended holiday accommodation is not occupied by 9am on the day after your arrival date we will treat your booking as cancelled and may re-let the holiday accommodation to another guest. No refund will be paid in such instance. The guest is required to depart your holiday accommodation by 10am on your departure date.
3.5. On arrival, £100 pre-authorisation on a debit/credit card is required from the guest person, per cottage. This amount will be released to you within 10 working days after your visit if no damage/breakage occurs in the cottage or hot tub, otherwise accountable money will be deducted.
4. During your stay
4.1. Damages and breakages – please treat the facilities & accommodation with due care. If you notice something is missing or damaged in your accommodation, please let us know immediately so that we can take the appropriate action. If there has been any damage or breakages during your stay, we would be grateful if you could report them promptly & prior to check-out. The accommodation will be inspected at the end of the holiday & you may be charged for any loss or damage.
4.2. The owner reserves the right to make a charge where guests have contravened a request for their property to be smoke-free, all properties are non-smoking, vaping indoors is also not permitted across the site.
4.3. Before leaving the cottage, the following should be completed unless you have paid a cleaning fee; Vacuum or brush floors, empty bins and take rubbish to bin store, all dishes to be clean and back in the cupboards, wipe down the oven, tidy bathrooms and toilets, unmake beds and gather bedding and towels in the blue bag provided near the front door. If the owner believes this is not done the owner reserves the right to keep up to £75 of your pre-authorisation.
4.4. Check out is at 10am on leaving date. Please note that late check outs can be requested but are not always guaranteed.
4.5. Wi-Fi is provided in each cottage free of charge, passwords can be found in the cottage. Separate Wi-Fi usage T&C’s are located on our website.
4.6. Portable heaters are not permitted on site. If heaters are required these can be provided by the owner.
4.7. The owner accepts most dogs and are welcome at our site and in specific accommodations with a maximum of two dogs per booking. Some breeds of dog including those listed in the Dangerous Dog Act 1991 are not allowed. The guest must provide us with the details of the breed of your dog when you book with us. Other pets may be permitted at the discretion of the the owner, please check when booking. There is a charge per pet. Assistance dogs are exempt from these requirements and charges. Pets must be kept on a lead at all times and The guest must clean up after your pet. Pets should not be left unattended in holiday accommodation or elsewhere on the site and must not be allowed on bedding or seating. If we reasonably believe your pet is causing a nuisance on the holiday site or causing damage to the holiday accommodation you will be required to remove it from the site and/or we reserve the right to refuse entry. If the guest brings a pet to stay in an accommodation that has not been graded as pet friendly, you will be charged £100 for it to be specially cleaned.
5. Payment & Cancellation Policy
5.1. A 30% deposit of the holiday cost must be paid within 3 days of booking to secure the holiday which in all instances is non-refundable.
5.2. Once the owner confirms the booking in writing, the guest is responsible for the full balance of the cost of the holiday. This shall be paid no later than 28 days before the booking is due to commence.
5.3. Amendments to Cottage or bookings dates cannot be altered within 28 days of the holiday.
5.4. Balance of the holiday is due 4 weeks (28 days) prior to the arrival date of the cottage. If the balance is not received by the due date, then your holiday will be treated as a cancellation and the client will remain liable to pay the balance of the booking.
5.5. Bookings made less than 6 weeks before your arrival date must be paid in full within 5 days of booking.
5.6. The Owner reserves the right to re-let any holiday where any monies due more than 7 days in arrears are. We will send 2 payment reminders and on the 3rd reminder we will set a date where contact / money must be paid by otherwise bookings will be cancelled with no money refunded.
5.7. In the event of the accommodation becoming unavailable (such as fire or flooding), the owner will endeavour to provide the guest with suitable alternative accommodation or will refund all monies paid or a proportion in the case of curtailment. We cannot however pay any compensation or expenses because of such an event.
5.8. After a deposit is paid, any guest requiring a booking to be altered (such as change of cottage or dates before 28 days prior to the holiday) will be charged £25 administration fee.
5.9. All cancellations must be notified & confirmed in writing. If you cancel your holiday more than 6 weeks before it is due to start, then your deposit will be forfeit. If you cancel less than 6 weeks before the holiday, then the full balance remains due and is not refundable.
5.10. Any refunds that are made out with these conditions are considered on a case-by-case basis and are made as a gesture of goodwill only. These payments will not set a precedent for any future cancellations / refunds.
6. Hot Tubs
6.1. Brickhouse Farm Holiday Cottages Ltd endeavour to maintain our hot tub hygiene at a safe level according to legal guidelines and complete tests prior to and during your stay.
6.2. It is not always possible to have hot tubs at the desired 38 degree at check-in or during a visit if work to maintain optimum microbiological or chlorine levels has been carried out. We will endeavour to have the water temperature to the desired 38 degrees as soon as possible.
6.3. Should your hot tub become cloudy at any time during your stay please notify reception and we will arrange for someone to come check it. If you continue to use the hot tub after noticing the cloudiness we cannot guarantee its safety until we have inspected and checked this.
6.4. Staff members may visit up to 3 times a week (Monday, Wednesday & Friday usually) to check water balance and quality at this point the balance and chemicals will be adjusted as necessary and results recorded. This is a safety requirement for hot tubs in holiday lodges and ensures that the chemical balance of the water remains continuously safe for your enjoyment throughout your stay.
6.5. It is vital that the hot tub is kept clean for your own safety, failure to do so results in the effectiveness of sanitising chemicals reducing and can lead to serious hazards to users health.
6.6. If water level drops below the jets please notify a member of Brickhouse staff for us to be able to refill. Water below this level can result in the motors burning out and the hot tub being taken out of commission.
6.7. Please ensure the hot tub is never switched off or put in to eco mode.
6.8. The chemical sanitising dispenser (mushroom shape) should be removed prior to use and returned after use. Any damages or losses to these will be charged for accordingly
6.9. The displayed hot tub guidance at each Cottage along with details in the declaration must be followed by our guests.
6.10. If the water levels become unsafe during your stay then the hot tub will be condemned ‘out of use’ for the rest of the stay. There is an option for the guests to pay £150 for a full change and clean of the tub. Please note that a full change and clean of the hot tub may result in it being out of use for up to 24hours.
6.11. Please ensure you follow the guidelines below during your use:
6.11.1. Always shower prior to using the hot tub, perfumes, body lotions, hair products, fake tan etc contaminate the water and you may be charged for this
6.11.2. Do not use the hot tub if you have self tanner on your skin
6.11.3. Do not submerge your head under the water or drink the water
6.11.4. Children under 4 are not allowed in hot tub as they cannot regulate their body temperature suitably
6.11.5. Children aged 4 – 16 may use the hot tub but always be supervised by a responsible adult.
6.11.6. Be aware that wet surfaces can be slippery ensure care is taken when entering and exiting the hot tub
6.11.7. Do not stand or sit on the hot tub cover.
6.11.8. The use of drugs, alcohol or medication before or during hot tub use, may lead to a danger of drowning.
6.11.9. Persons using medication should consult their doctor before using the hot tub. Some medications may cause drowsiness, do not use the hot tub if your medication induces drowsiness, affects your heart rate, blood pressure or circulation.
6.11.10. Pregnant women, persons suffering from obesity, heart disease, low or high blood pressure, circulatory problems, or diabetes should consult a doctor before using the hot tub.
6.11.11. Prolonged immersion in hot water can result in hyperthermia – a dangerous condition that occurs when the internal body temperature exceeds 37 degrees centigrade. Symptoms include, unawareness of impending hazards, failure to perceive heat, failure to recognise the need to exit the hot tub, unconsciousness resulting in a danger of drowning.
6.11.12. Do not use the hot tub immediately after strenuous exercise.
6.11.13. Test the water with your hand before entering the hot tub to make sure it is comfortable.
6.11.14. Do not use any glass wear or crockery in the hot tub. If glassware is broken this will result in the hot tub being drained, cleaned and re-filled, for which there will be a charge.
6.11.15. Do not allow any pets in the hot tub.
6.11.16. Do not use detergent or soaps of any kind in the hot tub.
6.11.17. Please treat the hot tub as it was your own as maintenance is very expensive.
6.11.18. Any damaged to the cover or hot tub will be charged for.
7. Ceiling track & hot tub hoists
7.1. Our hoists are maintained in accordance with Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) by competent persons.
7.2. We carry out checks on the equipment between users however we strong suggest that you carry out your own checks and notify reception if you find any defects as soon as possible.
7.3. Basic visual checks should be carried out prior to each use.
7.4. Should you find any issues with the hoist please do not use and contact Brickhouse staff as a matter of urgency.
7.5. We recommend you use your own sling and bring both a wet & dry sling if you are looking to use the hot tub or our pool. However, in case of emergency we do have a range of slings that have been inspected for use. These slings are used your own risk and Brickhouse Farm Cottages hold no liability for misuse or ill-fitting of a sling hired to you.
7.6. Hoists should be used in line with manufacturers guidelines details of which can be found in your welcome book.
8. Complaints
8.1. In the event of there being cause for complaint concerning a property, the matter shall be taken up with the owner at once. It is important that this is done whilst you are still at the property so that an on-the-spot investigation can be made if necessary and remedial action taken if required. In no circumstances will compensation be considered for complaints raised after the holiday has ended when the guests have denied the Owners the opportunity of investigating the complaint and to remedy matters during the holiday.
8.2. Any problem or complaint which the guests may have concerned their holiday must be immediately reported directly to us/our representatives and we will endeavour to put matters right. Any complaints not reported to the owner or management at the time and only reported after the client has returned from holiday will not be considered by the owner.
9. Charges
9.1. Lost Key – £20
9.2. Lost / broken remotes – £15
9.3. Star light projectors – £30
9.4. Bedding – as per below table
9.5. Furniture, fittings, hoists – repair value
| Item | Change during stay | Lost or damaged |
|---|---|---|
| Single Sheets | £3 | Replacement Value |
| Double Sheets | £3 | Replacement Value |
| Single duvet covers | £3 | Replacement Value |
| SK duvet covers | £3 | Replacement Value |
| Single duvet | £3 | Replacement Value |
| SK duvet | £3 | Replacement Value |
| Pillow cases | £1 | Replacement Value |
| Towels | £2 | Replacement Value |
