Bookings are made and accepted only on the following conditions:

haymeadowfarm.co.uk (“the Website”) is a website owned and operated by Hay Meadow Farm.

Hay Meadow Farm herein called “the Farm”, act as the owners of the accommodation (“the Owner”), if bookings are made via 3rd party bookings sites other terms and conditions may apply (please refer to the booking agent) or (ii) other agencies who themselves act as agents for the Owner, these bodies herein shall be refered to ‘the Agents”. In all circumstances, the Contract of Letting is between the guest (“the Guest”) and the Farm.

This agreement is made on the basis that the property (“the Property”) is to be occupied by the holidaymakers for a holiday (as mentioned in the Housing Act 1988 Schedule 1 paragraph 9 or similar legislation in other jurisdictions) and the Holidaymakers acknowledge that the tenancy granted by this agreement is not an assured tenancy and that no statutory periodic tenancy will arise when it ends.

Bookings cannot be accepted from persons less than 18 years of age. Group bookings of single sex parties are not allowed unless special arrangements are made by the Farm (safety deposits may be required).

Any pets you intend to take with you should be declared at the time of booking and checked and authorised via the Farm (where requested).

No bookings are valid until confirmed by the Farm in writing.

Once a booking is confirmed it is not subject to change. If you choose to cancel see section ‘Cancellations’ for details of the terms that would apply. Whilst we will be under no obligation to do so, we will, if possible make adjustments to bookings.

Deposit

A deposit of 50% (half) of the cost of the booking (“Deposit”) must be paid for the booking to become confirmed.

Insurance

The Farm recommends that Holiday Insurance is taken out when making a booking even when payment is made in full.

Please note that where Holiday Insurance is taken out with an Agency it is being arranged by the Agency, and not by the Owner.

Balance Payment

Once a booking is confirmed by the Farm, the Guest is responsible for the full balance of the cost of the holiday. This shall be paid not later than 28 days before the booking is due to commence.  If you are unsure of how to do this please do contact the Farm.

The Farm reserves the right to re-let any holiday where any monies due are more than 7 days in arrears whereupon any monies paid by the Guest over and above any non-refundable Holiday Insurance, Booking Fee and Deposit will be refunded.

Owner’s responsibilities

The Farm is solely responsible for providing the accommodation and for the safety of all Guests and/or his/her invitees (jointly known as “the Holidaymakers”). The Farm accepts no responsibility for personal injury to, or death of, any Holidaymakers, or loss of or consequential loss or damage to their property, or for other matters over which the Farm has no control, except to the extent such personal injury or death is caused by the negligence or wilful default of the Farm.

Holidaymakers’ responsibilities and forfeiture

The Holidaymakers shall keep the Property and all furniture, fixtures, fittings and effects in, on or at the Property in the same state of repair as at the commencement of the holiday, and shall leave the Property in the same state of cleanliness and general order in which it was found.

The Holidaymaker must report and pay to the Owner the cost of any damage or breakages made during their holiday occupancy. The Agency and the Owner reserve the right to make a reasonable charge where guests have contravened an Owner’s request for their Property to be smoke-free.

The Holidaymakers’ right to occupy the Property may be forfeited without compensation if:

  • More people or pets than declared to the Farm or Agency at the time of booking or before the commencement of the holiday and/or the number the Property holds, attempt to take up occupation;
  • Overnight guests are entertained without the Owner’s express permission;
  • Any activity is undertaken which is illegal, or may cause unreasonable damage, noise, behaviour or disturbance; or
  • Any of the Holidaymakers smoke in the Property.

Unavailability of Property

In the event of the Property becoming unavailable (such as due to fire or flooding), the Farm will refund all monies paid, or a proportion in the case of curtailment. The Farm cannot, however, pay any compensation or expenses as a consequence of such an event.

Cancellations

In the event of cancellation, Guests may be due a partial refund which is dependent on when notice of cancellation is given to us before the holiday start date. The refund is calculated as follows:

28 or less days notice – No refund of the Guest’s deposit will be due.
More than 28 days notice – the Guest’s deposit will be refunded in full.

Cancellations due to Government Covid-19 lockdowns

Should either party need to cancel the booking due to government restrictions on travel due to Covid-19 100% of any payments made to the Farm will be refunded.

If a refund is due for whatever reason it will be paid within 10 working days of cancellation.

Where a Booking has been taken with a deposit which is less than our standard Deposit (of 50% of the total accommodation cost), the Guest will, upon cancellation, be liable to pay the difference between the reduced deposit and our standard Deposit.

Pets

Dogs are only allowed in accommodation where this is specifically stated in the Property description; additional dog restrictions will be contained in the “Need to Know” section – please read this section carefully.

Where dogs are allowed, there is an additional charge of £20 per dog, for each full or part week. You will be informed of the charges at the time of Booking.

If you exceed the stated number/size of dog(s), the Owner (or their representative, which includes the Agency) has the right to refuse to allow Holidaymakers to enter or stay in the Property, and/or they may ask the Holidaymakers to leave the Property before the end of the holiday period.

Registered assistance dogs are allowed in all Properties, even when where the property description states that pets are not allowed, provided that all Holidaymakers comply with the provisions in paragraph 10.7. You must notify us of the intended presence of any assistance dogs, with evidence of registration, prior to making a Booking.

If any Holidaymaker has an allergy to dogs, please be aware that the Farm cannot guarantee that an assistance dog has not stayed in a particular Property. We cannot accept responsibility for any suffering which may occur as a result of such animals having been present in a Property.  Should this issue effect you please do contact us and we will do all we can to issue this does not happen.

Young dogs (e.g. puppies) must be declared to the Farm at the time of Booking and authorised by the Owner. If a young dog is taken to a Property without the consent of the Owner this could result in you being asked to leave without compensation. When booking online it is advised you check the acceptance of your pet by telephoning the Farms Reservations Department.

The following dog terms apply:

  • Dogs must be under strict control at all times while in or at the Property;
  • Any fouling must be cleared up without delay;
  • The dog owner must bring the dog’s bed or basket for sleeping in;
  • Dogs must not be left alone in or at the Property or elsewhere at any time;
  • Dogs must not lie on beds or furnishings, and hair must be cleared up before departing;
  • Dog owners must ensure that their pets are free from parasites and fleas before they occupy the Property. Failure to do so may incur subsequent charges;

You will be liable for any damage caused by your and any Holidaymakers’ dogs. Any damage is to be reported to the Owner (or their representative) immediately. Any additional cleaning required, that may incur an additional charge, will be at the Owner’s discretion.

If you break these terms, the Owner (including their representative) or the Agency may notify you that you have broken these terms and may cancel this Booking and ask that the Holidaymakers leave the Property before the end of the holiday period without compensation, or that they pay an additional reasonable charge.

Pets other than dogs may be allowed at the Owner’s discretion. This must be approved prior to making a Booking and can be arranged by telephoning the Reservations department; the Owner has the right to refuse to allow Holidaymakers to enter or stay in the Property or ask Holidaymakers to leave the Property before the end of the holiday period if prior approval has not been given. Additional charges and terms may apply.

Owner’s access to Property

The Owner or their representative, including the Agency, shall be allowed access to the Property at any reasonable time during any holiday occupancy.

VAT and IPT

We are not registered for VAT.

Complaints procedure

In the event of there being cause for complaint concerning any part of your stay or with the  Property, the matter shall be taken up with the Owner (or Owner’s caretaker) at once (their details are supplied on the booking confirmation and they understand that they are the first point of contact should there be cause for complaint), only thereafter reported to the Agency if required. 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 Holidaymakers have denied the Owner/caretaker or the Agency the opportunity of investigating the complaint and endeavouring to remedy matters during the holiday.. During out-of-office hours, an answer phone facility will be available which will be checked on a regular basis.

Literature

We have compiled the information in our brochure and on our Website as accurately as possible at the time of going to press. However, facilities may be altered or withdrawn for reasons outside the Agency’s control, in which case we cannot accept responsibility.

We make every effort to ensure that the Property details are accurately reproduced. Mistakes may occur from time to time, and confirmation should be requested prior to booking. The Holidaymakers accept that minor differences between text/photographs/illustrations in the brochure and on the Website and the actual Property may arise.

Communication with you and data

The Farm may as part of a booking introduce Holidaymakers to other goods and/or services provided at the Farm.

Please see our Privacy Statement which explains how we will process your personal data.

All electronic data transferred pursuant to these terms and conditions remains the property of the Farm or their agents and may not be replicated in part or whole without the Agency’s prior written permission. Electronic data will not be preserved indefinitely by the Farm.

Legal

Any dispute, claim or other matter which may arise in relation to your booking will be governed by English law and you agree that any dispute will be dealt with exclusively by the courts of England and Wales.

The Booking Conditions will apply to all confirmed bookings, and these Website Booking Conditions supersede all previous editions.

For Any further details please contact us at: mail@haymeadowfarm.co.uk