StayCotswold Booking Conditions

BOOKING CONDITIONS

Last updated June 2020

Please note that bookings made through our online booking system are provisional until confirmed by StayCotswold.

 

OCCUPANCY AGREEMENT, BOOKING CONDITIONS & GENERAL INFORMATION In these booking conditions, 'you' and 'your' means all people named on the booking form (including anyone who is added or replaced at a later date). 'We', 'us' and 'our' means stayCotswold Limited, incorporated and registered in England and Wales with company number 08968561 and whose registered office is at The Studio, Birch Drive, Bradwell Village, Burford OX18 4XH, United Kingdom. This Agreement to occupy the Property (together with the documents referred to in it) (this “Agreement”) is a legal agreement between the Home Owner, the Guest and StayCotswold for the Agreement and occupation of the Property. 

 

Framework

Each Party acknowledges and agrees that the terms and conditions contained within this document (as updated from time-to-time in accordance with the Terms of Use) shall apply to any and all bookings of the Property made by you via the Website, email or otherwise. Under the agreement between the Home Owner and StayCotswold, the Home Owner has appointed StayCotswold to be its agent. This document should be read together with the Schedule 1 Occupancy Agreement (please ask a member of the team for this document should you require it). The Occupancy Agreement (together with the documents referred to in it) constitutes the entire agreement between the Parties in respect of the occupation of the Property by you, the Guest, and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

 

The Home Owner (and not StayCotswold) grants to you the licence to occupy the Property on the terms and conditions of this Agreement;

  • You are not a tenant of the Property and nor are you granted exclusive possession of the Property; and 
  • the Home Owner has, by way of separate agreement between the Home Owner and StayCotswold, granted StayCotswold a licence to occupy the Property and accordingly StayCotswold (and any persons authorised by StayCotswold) shall be entitled to enter the Property during the Licence Period at any time and for any reason. 

 

Bookings 

All bookings shall take place through the website, other listing platforms or via email and are subject to availability.  When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. Booking Details do not constitute a booking confirmation and do not form a contract.  StayCotswold will confirm acceptance of the booking by sending Confirmation of Booking to you via email. At this time the Home Owner permits you and the members of your party as listed on the pre-check-in form or equivalent provided by you to occupy the Property for the Period as stated on the Confirmation of Booking.

You, as the person in charge of the party (“the party leader”) must be at least 21 years of age at the time of booking. You, as party leader, are responsible for making all payments due to us. Please check all booking details carefully and inform us of any incorrect information immediately. 

 

Payment 

If a booking is made for fewer than 28 nights duration more than eight weeks before the holiday is due to start, a deposit of 30% of the rental. You hereby authorise StayCotswold to collect the Fee, together with booking charges or other charges, including for any additional services that StayCotswold agrees to provide to you, payable under the terms of this agreement, in full (in GBP) immediately upon booking or in accordance with the payment terms of the website or platform where it is advertised. Once a booking for fewer than 28 nights is received and accepted by us, the holidaymakers are liable to pay the full  rent and any additional charges, eight weeks before the start of each holiday. If we do not receive payment by this date we, on behalf of the owner, are entitled to assume you want to cancel your booking and the booking will be treated as such. Charges will apply as per the table provided. When paying via a credit card you authorise StayCotswold to deduct any remaining monies due from your fee, on the date due, as made clear in the payment schedule in your booking confirmation, from the same securely tokenised credit card, used for the initial payment. If you wish to use an alternative credit card please inform StayCotswold before any payments are due.

If you book less than 8 weeks before the start of a holiday, full payment plus all additional costs must be received at the time of booking. If any payment, made to us, is not honoured a 20 GBP administration charge will be levied. In the event of a booking not being accepted by us, all fees paid will be refunded. For bookings made within 14 days of arrival we reserve the right to request photo ID from the lead booker who must also be the payee. There is a booking fee charged for each booking made. Booking fees vary from property to property - please check the website upon booking. 

In the event of a stay of 28 nights and over, there will be an increased booking fee. If a booking is made for 28 nights or more, regardless of the length of time before the start date, then the full balance is due at the time of StayCotswold confirming the booking. Extra charges including cleaning fees may be charged for stays over 28 nights. Payments can be made by credit card or by debit card or bank transfer. You shall be responsible for, and shall pay, any fees charged by your bank or credit or debit card provider.  StayCotswold will not be responsible for any loss suffered by you as a result of any currency fluctuation during the time that the Deposit is held by StayCotswold. You will be liable to reimburse us in respect of such charges within seven days. 

 

All monies you pay to us will be held by us on behalf of the owner and forwarded on to them in accordance with our agreement with them.

 

Pricing

We are constantly reviewing prices of unsold properties and the prices may increase or reduce. We reserve the right to correct mistakes in pricing at any time before we confirm your booking. We will confirm the price of your booking when you make it. As changes and mistakes can happen, you must check all details at the time of booking. All prices quoted or otherwise given to you include all charges and any UK taxes or government charges which may apply to your booking at the time it is made, and are subject to change if the rate changes. All prices are for the property and are not on a per person basis except where an extra person charge applies.

 

Check in and check out 

Check-in and check-out times shall be agreed with StayCotswold prior to the Start Date and confirmed to you by email following receipt of the completed pre-check-in form from you.  We cannot guarantee all requests for check-in times and unless otherwise agreed in advance our standard check-in times are after 16:00 and our standard check-out times are before 10.00 and before 11:00 on Sundays and Bank Holidays.  If no check-out time has been agreed between StayCotswold and you, then you will check-out at 10:00 on the End Date. You may self-checkout ensuring that the Property is secure and locked and by depositing the keys the property key box or another agreed place but the terms of the Occupancy Agreement shall apply until the check-out time stated in the original Booking. On occasion and  where possible, a representative of StayCotswold may meet you at the Property to check-out and obtain the keys to the Property. 

Where StayCotswold agrees in advance to a check-in before 16:00 on any day an additional fee will be payable by you and this will be added to the Fee or if the Fee has already been paid this will be paid by you immediately. Early check-in will only be confirmed on receipt of the additional fee and until we have received the additional fee we are free to accept another Booking for the Property which may result in us being unable to provide the requested early check-in. Where StayCotswold agrees in advance to a check-out after 10.00 (or 11.00 Sunday or Bank Holiday)  on any day any additional fee will be payable by you and will be added to the Fee or if the Fee has already been paid this will be paid by you immediately.  Late check-out will only be confirmed on receipt of the additional fee and until we have received the additional fee we are free to accept another Booking for the Property which may result in us being unable to provide the requested late check-out.

In the event of an unauthorised use or unauthorised overstay at a Property StayCotswold reserves the right to enter the Property, remove your belongings, change the locks and take any further action as may be necessary (and we will charge you for the costs of any such action). StayCotswold reserves the right to charge unauthorised overstaying Guests 500 GBP where their unauthorised overstay impacts on the next booking in the property. 

 

Additional Guest Services 

StayCotswold may make available to you certain Additional Guest Services. You agree and acknowledge that you will be responsible to StayCotswold and/or the service providers for the costs (including StayCotswold’s fees, if any) of any Additional Guest Services that you request.  You acknowledge that StayCotswold is a booking agent only and shall not be liable for the quality or the provision of the Additional Guest Services. StayCotswold provides wireless internet access as standard in all of our homes.  This service is provided by the Home Owner’s internet service provider or a wireless dongle and StayCotswold cannot guarantee the quality or reliability of the service.  Internet access is provided as an extra service at no additional cost to you but you must use it responsibly and you will be liable for any charges incurred by a Home Owner as a result of any limit on the amount of data available being exceeded.  StayCotswold will not be liable for any interruption to the service.

 

Security Deposit 

The amount of Security Deposit will vary between properties and will be advised prior to booking. For any stays with fewer than 28 night’s duration you authorise StayCotswold to deduct an amount from a credit or debit card or pre-authorise by way of security deposit no less than two weeks prior to arrival. Unless StayCotswold has reason to retain the Security Deposit (in its sole discretion, acting reasonably), StayCotswold (or its third party agents or representatives) shall within ten (10) days of the End Date authorise the release or return of the Deposit but StayCotswold shall not be responsible for any delay in the return of the Deposit as a result of the actions of any third party processing such payment. If a complaint is raised by the Home Owner in the event of any damage to the Furnishings, the Property or its contents (other than fair wear and tear), the Common Parts or in the event of late check-out or overstaying, the funds may be held for an undefined period. For any breach of the Agreement you give authority for StayCotswold to deduct the relevant charges from the funds provided. To the extent that the Security Deposit is not sufficient, you shall reimburse StayCotswold and/or the Home Owner for any losses, expenses and costs (including the cost of replacing the locks) incurred by StayCotswold and/or the Home Owner in connection with the damage, loss or theft of the keys to a Property.  Any charges incurred in refunding deposits to overseas or UK accounts will be passed on to you. 

We suggest you check with your own insurance company whether they will cover you in these circumstances. If a loss or damage does occur to the property while you are staying there, please inform the owner as soon as possible to agree the level of charges to be paid. We reserve the right to refuse any future bookings. Charges will be deducted from your security deposit. 

In the case that a security deposit is charged in response to a dispute raised by the property owner, an administration fee of 30 GBP will be added and charged in addition to the total cost of the dispute. 

 

Unreasonable Behaviour

The owners of all properties can refuse to hand over their property if the unreasonable behaviour of anyone in your party is likely to cause offence to other guests, to members of staff or to neighbours, or if the owner has reasonable cause to believe you or any member of your party will cause damage or loss to the property, its services or facilities. If you are at any time in breach of any of your obligations as the Guest contained within this agreement StayCotswold may exercise its right to terminate your stay and this Agreement to occupy the Property. You will not receive any refund and neither we nor the owner will have any further responsibility to you. The owners of all properties can end a stay after the keys have been handed over, if the unreasonable behaviour of anyone in your party (including anyone invited into the property by you) is likely to spoil the enjoyment, comfort or health of other guests, residents, neighbours or members of staff or where you or any member of your party (or anyone invited into the property by you) has broken or is likely to break any of your obligations as the Guest, the owner’s terms and conditions or any other terms and conditions applicable to the property which you have been told about. If this happens, you will have to leave the property immediately and no refund will be given. You may also be responsible for any costs the owner has as a result of your behaviour.

 

Complaints and Dispute Resolution

Property owners aim to do everything reasonably possible to ensure that you have an enjoyable stay at their property. However, occasionally things can go wrong. Before you arrive, the property will have been thoroughly cleaned and checked. If you find any discrepancies with the state of the property please notify the owner as soon as possible and certainly within 24 hours. 

In the event of any major maintenance problems (meaning a problem which renders the Property unfit for occupation and use) StayCotswold will use reasonable endeavours to ensure that a suitably qualified engineer or contractor inspects the Property within 24 hours of you making StayCotswold aware of the problem and StayCotswold will use reasonable endeavours to have any such problem repaired as soon as reasonably practicable. In the event of any minor maintenance problems (meaning a problem which does not render the Property unfit for occupation and use) StayCotswold will use reasonable endeavours to ensure that a suitably qualified engineer or contractor inspects the Property within 72 hours of you making StayCotswold aware of the problem and StayCotswold will use reasonable endeavours to have any such problem repaired as soon as reasonably practicable.

If any dispute arises in connection with this Agreement, a representative of StayCotswold with authority to settle the dispute will, within ten (10) days of a request from a Member (whether a Guest or a Home Owner) meet (either in person or by telephone conference) in a good faith effort to resolve the dispute. No Party may commence any court proceedings in relation to any dispute arising out of this Agreement until it has attempted to settle the dispute by negotiation and either the negotiation has not resolved the dispute within 30 days or the other Party has failed to participate in the negotiation, provided that the right to issue proceedings is not prejudiced by a delay. 

If you are still dissatisfied with the way the problem has been handled, you must put your complaint in writing to us within 30 days of the end of your holiday. Without prejudice, upon receipt of complaints from you, we as the agent, (in its absolute discretion) may liaise between you and the owner in an attempt to resolve the outstanding complaint. We will endeavour to resolve any issue as a good faith gesture, but would remind you that  StayCotswold can only facilitate in helping to reach an agreement we cannot accept any legal responsibility for your accommodation or personal property, faults with or in any property or travel arrangements as all properties and travel arrangements are only controlled by the owners. Our responsibilities to you are limited to making the booking in accordance with your instructions. 

 

All relevant contact details can be found on the website for reference.  

 

Right of Entry

You authorise the owner , or their representatives, to enter the property (without letting you know first if this is not practical or possible) if special circumstances or emergencies happen (for example if repairs need to be carried out) or if you break any of your obligations contained within this Agreement. You agree to allow the owner or their representative (including workmen) access to the property as required. If you make a formal request for the Owner to call out a tradesperson to investigate or rectify a perceived problem and it transpires that there was no actual problem or that the problem was caused by you, then you will be liable for the cost of the trade person’s visit.

 

Pets 

Pets are only permitted with our prior consent and confirmed in writing to you. Where permitted, all pets must be fully house trained and be up to date on all recommended vaccinations. They are to be kept under control and exercised off the premises. We expect all pets to be flea and worm free before staying in a property. Under no circumstances are pets permitted upstairs, in the bedrooms, the bathrooms or on any furniture. Any evidence of this will require additional cleaning and will be deducted from your security deposit. Nor can the owners accept responsibility for your pets safety. You are responsible for clearing up after your pet, should this not be fully complied with during your stay, charges for excess cleaning will be levied. Under no circumstances should pets be left in the property unsupervised. Excessive noise (such as barking) that disturbs the neighbours should be prevented at all times. Please be aware that if a property is advertised as having an enclosed garden, this does not necessarily mean a secure garden. It may be enclosed by hedging or open style fencing. Customers with allergies should be aware that ‘regret no pets’ in a description does not always guarantee there have never been pets in the property in the past. Registered guide dogs are allowed in all properties but you should inform us at the time of booking if you wish a guide dog to accompany you. 

StayCotswold and the Home Owner, reserve the right to repossess the property at any time or ask that the pet(s) is/are removed if any of the above conditions are breached.

The standard weekly charge for this may vary by property, you will be advised of the charge prior to booking. 

 

Force Majeure event

Neither the Home Owner nor StayCotswold shall be in breach of this Agreement nor liable for delay in performing, or failure to perform, any of its obligations under this Agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control or a Force Majeure event. Force Majeure means an act of God and includes, but is not limited to, flood, drought, earthquake or other natural disaster; epidemic or pandemic; terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions; nuclear, chemical or biological contamination or sonic boom; collapse of buildings, fire, explosion or accident, epidemics, global pandemics; and interruption or failure of public utility service, excluding wi-fi. You and StayCotswold shall only be able to rely on Force Majeure after taking all practical steps to remedy the cause of acts of God. 

 

Property Details 

StayCotswold makes every effort to ensure the accuracy of the information provided by the owners and to present this on our website, in our brochure and in any other promotional material we may use. We reserve the right to change prices after publication. On occasion details and prices may be subject to change and errors do occasionally occur. You acknowledge that the Home Owner – and not StayCotswold – is responsible for the accuracy with which the description, text, videos or photos depict the property. You must check all the details and arrangements with us at the time of booking. Sometimes changes to services or facilities at a property may occur after the booking has been made and in this instance we will let you know as soon as possible. Unfortunately we cannot accept responsibility for any inaccurate or misleading information given regarding the property or its facilities or for the breakdown of domestic appliances, plumbing, wiring, pumps, boilers, swimming pool filtration systems and temporary invasion of pests, damage resulting from exceptional weather conditions or the owner's negligence resulting in loss, injury or accident. Neither we nor the owner can be held responsible for noise or disturbance which comes from beyond the boundaries of the property in which you are staying .

 

Limitation of liability

Neither the Home Owner nor StayCotswold shall be liable for:

 

  • the death of, or injury to the Guest or visitors to the Property; or 
  • damage to, or theft of, any possessions of the Guest or the Guest's invitees to the Property;
  • any loss of profits, loss of sales or business, loss of agreements or contracts, loss of anticipated savings, loss of or damage to goodwill claims, any indirect or consequential loss incurred by the Guest or the Guest's invitees to the Property in the exercise or purported exercise of the rights granted

 

StayCotswold cannot  accept responsibility for any defect of a property as it is within the sole control of the owner. 

 

Guest Booking cancellation 

StayCotswold can only guarantee the availability of the Property for the period between the Start Date and the End Date unless a variation to the booking has been agreed in advance in writing and a revised Confirmation of Booking has been sent to you following payment of all relevant sums due.

Unless StayCotswold agrees otherwise in writing, any variation of the Start Date or End Date by you will be treated by StayCotswold as a cancellation of a booking. If you (the party leader) provide StayCotswold with written notice that you wish to cancel a booking and StayCotswold confirms receipt via a platform or by email the cancellation policy on the platform or website will apply as defined at the time of booking.

 

All bookings with a duration of 90 days or less, made via the Website, email or otherwise are covered by Master Cancel. Master Cancel entitles you to cancel and receive a full refund (the booking fee will not be refunded under any circumstance) from 60 days up to and including 2 days before the Start Date. You will be refunded on or after the Departure Date. New bookings made the day before the Start Date or on the day of the Start Date will be excluded from the program. The maximum trip cost reimbursement is $25,000 USD. Bookings with a trip cost more than $25,000 USD do not qualify for Master Cancel. Reimbursements are determined in US dollars and paid in the requested currency based on currency exchange rates. Transaction fees may apply. The earliest eligible stay date for new bookings covered by Master Cancel will begin on August 1st 2020. By moving an existing booking to dates after August 1st 2020, your stay will not be covered by Master Cancel.



If you chose to cancel your booking more than 60 days prior to the Start Date, you shall be liable for 30% of the fee, plus a 50 GBP cancellation charge and any relevant payment and/or  platform fees or charges.

Where possible StayCotswold will endeavour to re-let the property to provide some form of refund. If a replacement booking is taken, but StayCotswold is unable to achieve the same rental amount, the shortfall and the Booking Fee will be deducted and the remaining refunded to you.

StayCotswold is unable to provide you with a full refund if you or StayCotswold cancels a Booking prior to the Start Date because a Force Majeure event prevents the safe or reasonable occupation of the Property.

If there is any complaint from you, which results in a cancellation, you must notify StayCotswold within 24 hours of check-in via written notice to stay@staycotswold.com or the platform on which the booking was confirmed.  

The amount you are liable for is set out below and depends on when you cancel: 

 

Number of days before arrival date that we receive your cancellation 

Cancellation charge

More than 60 days

Your 30% deposit payment plus all fees

From 60 days up to 2 days inclusive

There will be no charge but all fees will remain payable

Less than 1 day

100% of the booking value and all fees

 

If you do not pay the amount due in relation to your booking by the due date we will assume that you wish to cancel the booking, in which case we will be entitled to keep all of the deposit already paid. If we do not cancel straight away because you have promised to make payment, you will be liable for cancellation charges of the total rental as per the table provided, depending on the date StayCotswold treats your booking as cancelled. StayCotswold reserves the right to cancel any Booking without penalty if a fully completed pre-check-in form or the information contained in the pre-check-in form including valid identity documents for you and all persons who will be staying at the Property with you is not received at least 72 hours prior to the Start Date or within 12 hours of a Booking being made if it is made less than 72 hours prior to the Start Date.

 

StayCotswold recommends that you take out appropriate insurance cover including against adverse weather conditions and global pandemics.

 

Changes 

If you want to change any detail of your confirmed booking, we will do our best to make the changes. However, we must receive your notice in writing via email. We cannot guarantee that the owner or service provider concerned will be able to meet your request. Where an owner can meet your change request, you will have to pay any costs incurred by them in facilitating this change for you, at the current value as shown on the website.

Any agreed amendments or changes to the booking prior to 8 weeks of arrival, an administration charge of 50 GBP or 80 GBP within 8 weeks of arrival, will be levied. Some owners may treat changes to your dates or property as a cancellation of the original booking and so you will have to pay cancellation charges. 

No refunds are payable in the event that you cut short your stay.

 

Cancellations due to government public health measures 

If you cancel your booking because UK government public health measures mean you are not allowed to travel or you are prevented from using your booking, you may choose to:  

 

  • transfer your booking to a later date free of any administration charges, subject to availability - you will have to pay any difference in price if the cost of the new booking is higher or be reimbursed the difference if the cost of the new booking is lower;  
  • request a voucher with a redemption value equal to the amount previously paid by you for the booking – the voucher terms and conditions will be available to you before you make your choice; or 
  • As covered by Master Cancel, obtain a refund of the amount already paid by you for the booking, from 60 days up to 2 days inclusive prior to the Start Date

 

If you have to cut short your stay because of UK government public health measures, you will be entitled to a pro rata refund of the cost of the accommodation (including any extras) paid by you for the booking, but any insurance premiums, booking fees or administration charges paid will not be refundable. You will have to contact us in order to access these options.

 

Non-availability of Property 

We do not expect to have to make any changes to your booking however, on occasion this is unavoidable and we, or the Home Owner, reserve the right to do so.

If for any reason the property is not available on the date booked, or the property is unsuitable for holiday letting, you will be given the following alternative options:

 

  • accept alternative accommodation – you will have to pay any difference in price if the cost of the new accommodation is higher or be reimbursed the difference if the cost of the new accommodation is lower;  
  • request a voucher with a redemption value equal to the amount previously paid by you for the booking – the voucher terms and conditions will be available before you make your choice; or 
  • obtain a refund of the amount already paid by you for the booking.

 

Master Cancel allows you to book with confidence however, we recommend that you take out travel insurance to cover your potential losses including cancellation due to illness, death in the family or any disruption to travel however caused.  

Any agreed amendments or changes to the booking prior to 19 weeks of arrival, an administration charge of 50 GBP will be levied. 

 

You book the holiday as the consumer and therefore agree you will have no further claims against StayCotswold. No compensation, costs or expenses or other sums (including, but without limitation, the cost of securing alternative accommodation) will be payable in any other such circumstances by StayCotswold. Even if we have sent a written confirmation. We, on behalf of the owner, have the right to cancel a booking where there are reasonable grounds. If we cancel your booking, we will tell you in writing and neither we nor the owner, will have any legal responsibility to you.

 

The Property 

You may arrive at the property any time after 4.00pm (unless otherwise stated) but if you will be arriving after 8.00pm please let us or the person whose details are given as to you, know so that arrangements can be made for collecting a key, etc. You are responsible for all keysets in your possession for the duration of your booking. If you lose a key set, the owner is entitled to change you 50 GBP per lost set. You are not permitted to make a copy of the set of keys provided by the Home Owner or StayCotswold or change any of the locks on the Property. If StayCotswold have to attend the Property to give you access to the Property during the Period of the booking, you will pay an additional fee of 50 GBP to be granted access between the hours of 09:00 and 21:00 and 150 GBP to be granted access between the hours of 21:00 and 09:00 and such fee will be payable on demand.

At the end of your holiday you should depart by 10.00am on weekdays and 11:00am on Sundays (unless otherwise stated). Early arrivals and late checkouts to be agreed on request, please note additional charges will apply. If you do not arrive at your holiday destination by 12:00 noon of the day following your intended arrival, and neither we nor the owner has heard from you, your holiday will be treated as cancelled. 

Whilst you are staying in the property it is you and your parties’ responsibility to keep and leave the Property clean, tidy and clear of rubbish and to follow any relevant recycling rules where applicable.  You agree you will pay for additional rubbish removal if more than two large refuse bags are left per week or part thereof and to keep the Property and the Furnishings in the same decorative condition throughout your stay as they were in on the date of entry. Each of our properties are unique, we ask therefore that you do not access or open any cupboard, drawers or other storage which has been marked as private.

We appreciate the need for you to have an enjoyable time whilst on your holiday; however, we would also ask you to respect the holiday cottage and its neighbours and not to disturb or cause offence in any way. No musical instrument or loud music is to be played between the hours of 22:00 and 8:00. You must allow us, the Home Owner, or their representatives access to the property during reasonable hours, except where an emergency problem needs to be remedied immediately and you are out of contact, in which case, they may enter the property without your prior agreement.

You are not permitted to use the Property other than as personal residential accommodation; under no circumstances are photo shoots, location videos or filming permitted at any of our properties for any purpose which may include, among others: advertising, promotion, marketing and packaging for any product, service or arts project. This includes the use of the Property as a base for shooting stills, video or film in the wider area. In the event of this taking place you may be liable to prosecution and any extra costs incurred including the retention of the security deposit. Unless prior authorisation from the owner has been given. The property cannot be sublet or assigned to anyone not accepted by us as a party member. 

Linen and towels, but not towels for external use, are provided in all properties. Cot linen may not be provided at all properties, and you should confirm this with us prior to booking if this is a requirement. Linen is changed between tenancies and weekly during tenancies (unless otherwise agreed). Cleaning is dependent upon length of stay and for further details please ask at time of booking. You may not allow anyone to stay in the property not included in the booking confirmation, change the composition of the party radically without notifying us, nor may more than the maximum number of persons, as stated in the brochure/website or on the booking form, occupy a property.  Single sex parties must be advised to us at the time of booking. Failure to do so may end in loss of your booking payment, booking/administration fee, balance and damages deposit. If you breach any of your obligations as the Guest within this Agreement the owner is entitled to refuse you entry, in which case the holiday will be treated as cancelled, with no refund due and the owner is not liable to provide you with alternative accommodation. Day guests may be permitted by the Home Owner by prior arrangement.

 

Access and Parking 

If car parking is limited we will indicate this on our website where possible. As access to many rural properties is down a farm track it may be unsuitable for low slung vehicles. If you have particular queries regarding this please do not hesitate to ask a member of staff. 

 

Satellite Television, Internet and Mobile Phones 

If a property has satellite television this will be indicated in the property details, but the number of channels available will depend upon the subscription taken out by the owner. Please also note that some rural locations do not have mobile phone coverage. If this is important to you please ask at the time of booking. Where WiFi is provided it is subject to availability and network conditions and may not be available 24 hours a day and is never specifically at the property for business purposes. Bookings are not accepted if they are wholly reliant on the interrupted, unlimited use of WiFi. Please note, that internet connections in rural areas may not be fully reliable. 

 

Swimming Pools & Hot Tubs 

Please note that outdoor swimming pools are open from the 1st May until 15th September, unless stated otherwise. Please note that some swimming pools are not fenced in and it is the responsibility of the holidaymaker to keep all party guests safe. Swimming pools may not be used between the hours of 23:00 and 9:00 unless otherwise stated. Day guests are not permitted to use pool facilities without prior consent from the owner. The use of accommodation and amenities, where offered, such as swimming pools,  hot tubs, tennis courts or fishing lakes etc. is entirely at the user's risk, and no responsibility can be accepted for injury, or loss or damage to user's or visitor's belongings.

 

Personal Safety 

Please note that some properties have ponds or tree houses and it is the responsibility of the holidaymaker to keep all guests in their party safe at all times, in all properties. We also have cottages on working farms where there are hay and silage bales, these are out of bounds. 

 

Special Occasions 

No party, event or gathering may take place at the property which exceeds the maximum agreed occupancy numbers for the property without prior consent. It is also not permitted for any commercial enterprise or supplier of leisure activities to visit the property during your stay without the owner’s consent e.g. a caterer, magician etc. Failure to adhere to this may result in additional charges. It is also not permitted for any alcohol to be sold on the premises without permission. Should any of these terms be breached the owner has the right to repossess the property without any compensation or refund due to you or your party. 

 

Accessibility Requirements

If you have any accessibility requirements, such as reduced mobility, please let our staff know at the time of booking so they can advise you on suitable properties. If the owner, or StayCotswold reasonably feels unable to properly meet that person’s particular needs we can refuse or cancel the reservation. 

 

Smoking

You are not permitted to smoke inside the Property, unless expressly authorised in the Confirmation of Booking. If StayCotswold has reasonable cause to believe you have been smoking at the Property you will pay an additional fee of 200 GBP which will be payable on demand.  You may smoke outside the Property if expressly authorised and provided that cigarettes (or similar) are properly disposed of.

 

Communication 

Please see our Privacy Policy which explains how we will process your personal data which can be found on our website

For the purposes of the Landlord and Tenant Act 1987, you can send any notices intended for the owner to our registered office address The Studio, Birch Drive, Bradwell Village, Burford, Oxfordshire, OX18 4XH and we will forward these on to the owner.

 

Guest indemnity 

You shall indemnify StayCotswold and the Home Owner against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other reasonable professional costs and expenses) suffered or incurred by StayCotswold arising out of or in connection with:

 

  • your breach, negligent performance or non-performance of  this agreement; 
  • loss or damage to the Property or common parts of the building by you; 
  • theft, damage to, or duplication of the key(s) or lock(s) to the Property;
  • the enforcement of this agreement.

 

We recommend that you take out travel insurance to cover your potential losses including cancellation due to illness, death in the family or any disruption to travel howsoever caused.  

 

Law and Jurisdiction

This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.  Any dispute or claim arising out of or in connection with this agreement will be subject to the exclusive jurisdiction of the courts of England and Wales.

 

Contact us

To contact us, please email stay@staycotswold.com