Guest Terms and Conditions

Here at the Merryfield Estate we want our guests to have the most wonderful experience. To make sure that this can happen we like all our guest to review and adhere to our terms and conditions.

The Agreement: The conditions of rental are between the guest and the property owner. The contract is deemed to have been made once the guest has paid a deposit and the agent has dispatched a confirmation of booking. The guest must be over 18 years at the time of booking.

Booking: The person who makes a booking (the guest) will be responsible for all persons included in the booking and should ensure that they are aware of these terms & conditions. The owner reserves the right to decline any booking or refuse to hand over a key to any person who has not complied with these terms & conditions.

The guest agrees to pay the balance of the payment SIX (6) weeks before the holiday is due to start. Email reminders are sent, but delivery cannot be guaranteed. Where a guest fails to pay their balance by the due date the booking may be cancelled, and the deposit retained.

Payment: For bookings made more than 8 weeks before arrival, a deposit of one 33% of the total cost of the holiday, is required. The balance is due 6 weeks before the holiday commences. For bookings made less than 8 weeks before arrival, the total amount is payable in full on booking.

Cleaning: Guests are responsible for leaving the accommodation in good order and in a clean condition. Please note that the convention for UK Holiday cottages differs from hotels and other countries in that guests are expected to leave the property in a similar state to which they find it (reasonable cleaning excepted). Please abide by this convention so we can continue to provide good value for guests.

Number of People using Holiday Accommodation: The owners permit the guest and members of the guest’s party (but no one else) to occupy the property for holiday purposes only. No more than the maximum number of persons stated in the website may occupy a property unless by prior written agreement with the owner. Extra charges may be applicable.

Arrival/Departure: The properties (unless otherwise stated in the property details) are available for occupation from 3.00 pm on the first day of the holiday and must be vacated by 10.00 am on the last day.

Cancellation or Changes by the Guest: Once the holiday is booked the guest has entered into a legally binding contract. If the guest cancels, for whatever reason (including medical and weather related) then no refund of the deposit will be due, and within 6 weeks of your holiday no refund of the full balance is due. A holiday cancellation protection plan should be taken out to cover forced cancellations.

Cancellations must be notified in writing (including by email) to the owner and the owner immediately. The owner will endeavour to re-let the property and if successful may at their discretion allow the guest to transfer to alternate dates and/or accommodation for a £20 administration fee plus any other expenses incurred in re-letting. The expenses incurred in re-letting will be at the discretion of the owner.

Once a booking has been accepted by the agent/owner, it can only be changed to another property by treating the original booking as a cancellation. Holiday dates may be changed providing the property is available for the new dates and the owner is agreeable to the change.

Cancellation Insurance: We recommend and expect that the guest will have or will take out a holiday insurance policy (which includes cancellation insurance covering sickness and unavoidable reasons for cancellation) prior to their stay.

Dogs: The guest may only bring such pets as are booked in by the guest at the time of booking. A charge will be made per dog of £20 per week. Pets must be well-behaved and should not be left unattended in the property, unless placed in a crate. They are not permitted in the bedrooms or on any furniture in the property at any time. Please make sure that your dog/s have had their annual vaccination to prevent the spread of toxocariasis. All dog waste must be bagged and placed in the general waste. If damage or extra cleaning is caused by pets the guest may be billed for that charge. No garden is guaranteed as secure for dogs even if described as private or enclosed.

Other Conditions: The supervision of children, babies, dogs and any adults requiring care remains the responsibility of the guest at all times.

Guests agree to inform owners of any damage or loss however caused, excluding reasonable wear and tear incurred during occupation. Guests should not remove any item from the property. The owner may ask for reasonable replacement costs.

Guests should not cause nuisance or annoyance to occupants of nearby property.

Guests should put all furniture etc back to where it was at the beginning of the rental period.

Guests should not leave any items at the property, if this does occur the owner is more than willing to return items as long as the postage is covered at the guests expense.

Guests should allow reasonable access to the property by the owner for maintenance given reasonable notice.

If, in the opinion of the owner, any person is not suitable to continue their occupation of the property because of unreasonable behaviour, damage or nuisance to other parties, the contract may be treated by the owner as discharged and the owner may repossess the property immediately. The guest will remain liable for the whole cost of rental and no refund shall be due.

Wildlife: The properties are in beautiful rural areas. Please therefore expect to meet some wildlife, including the odd spider, mouse, bird, fly, bee, wasp or other creature, which may make their way into a property unbeknownst to the owner.  Spiders in particular are not considered to be a pest and consume up to 2000 other insects per year. There is also the possibility of bats entering the property at nightime if windows and doors are left open with the lights on.(If any of these creatures are encountered, do not panic, but contact the owner in a calm and reasonable way – but only if the creatures become a serious menace.  Otherwise, just open a window or a door and let them out, as this is usually what they prefer.)

Complaints Procedure: Any dispute arising out of the booking will be between the guest and the owner. No complaints can be considered unless notified during the guest’s stay in the property. It is the duty of guests to minimize any loss to them and therefore it is their responsibility to inform the owner at the earliest possible opportunity of any problem. The agent is not responsible for resolving any complaints arising from the holiday in question. Complaints received after departure cannot be accepted as owners have no opportunity to resolve the complaint at the time.

Liability: The owner cannot accept responsibility for any material loss, damage, additional expense or inconvenience directly or indirectly caused by or arising out of the property, its plumbing, gas, electrical services or exceptional weather.

No responsibility is accepted for loss or damage of personnal property, (including pets), vehicles or vehicle contents belonging to the guest or any member of the party during their occupancy.

The maximum liability accepted by the owner will be the total cost of the holiday as paid by the guest to the agent. No other expenses such as travelling costs or alternative accommodation will be accepted.

Cancellation by Owners: The agent/owner reserves the right to refuse any booking and to cancel any bookings already made if the property is unavailable (eg through fire, flood, etc) for any reason whatsoever, subject to a full refund of all monies paid (but no further liability). Neither the agent nor the owner shall be under any other liability if such cancellation occurs. Note: in the unlikely event of a cancellation the agent will make every possible effort to secure alternative accommodation if required.

No Smoking: The Merryfield Estate has a No Smoking policy within properties.

Force Majeure: The owner cannot accept responsibility or liability for any alterations, delay or cancellation or any other loss or damage caused by war, civil strife, terrorist action, industrial disputes, fire, sickness, bad weather, epidemics, acts of any government or public authority, or any other event outside our control.

Waiver: The failure of the owner to enforce or exercise, at any time or for any period of time, any term of, or any right pursuant to this agreement does not constitute and shall not be construed as a waiver of such term or right.

Miscellaneous: The guest agrees that the contract with the owner is made at the owner’s premises and that any proceedings between the parties shall be conducted in the County Court nearest to the owner.

These booking conditions supersede all previous issues.
7th November 2017