Terms & Conditions
Booking The Aspens
We try to make the process of booking as simple and straightforward as possible. If you have any queries regarding our terms and conditions please email email@example.com
Terms of Booking & Payment
By placing a booking with us, you and your party agree to the following terms and conditions as set-out. During your stay you agree to abide by the subsequent conditions as set-out. If you have any questions about booking with us, please contact us before making a booking.
To place a booking with us the lead guest must be at least 16 years of age. The maximum number of staying guests per room is illustrated in the room occupancy details on the website. Where the person making the booking is different to the lead guest taking up the occupation, the person making the booking may be held responsible for cancellation, non-arrival and damages as set-out within. Only the lead guest and the named booking party are allowed to use the property and its facilities, any third party visitors are only allowed access at our express permission.
To secure any booking we require a deposit to be paid in advance, this deposit amount is 30% of the cost of your total stay.
Deposit payments must be ‘cleared funds’ before a booking can be confirmed. Deposits are only refundable under the conditions set-out here within.
Payments can be made online, by BACS digital bank transfer, or by cheque. Any charges raised against us by our banks for handling dishonoured cheque’s, bank transfers or any other payments, must be reimbursed by the lead guest within seven (7) days of any request to do so.
All guests agree to respect the privacy and peace of our neighbours and the owners of adjacent land and property at all times. We reserve the right to cancel a booking with immediate effect if guests are not honouring this agreement or causing a disturbance / nuisance to neighbours or land owners.
Check-in & Check-out
Guests must check-in and check-out by the times stated below;
- Check-in is not before 3:00pm on the day of arrival
- Check-out by: 10:00am on day of departure
Cancellation, Returned Deposit & Non-Arrival Conditions
Guest who need to cancel a booking should contact us as soon as possible. Deposits already paid are only returned in accordance with the following conditions;
- Cancellation made 15 days or more in advance of the balance payment being due = Full deposit refund
- Cancellation made 7 days or less in advance of the balance payment being due = 50% of deposit refund
- Cancellation made 48hrs or less in advance of the balance payment being due = No refund issued
- Cancellation made after both the deposit and balance have been paid are subject to a discretionary refund which will be decided by the owners.
Non-arrival guests, who are unable to attend or fail to attend for whatever reason forfeit the full payment. It is suggested that booking guests take out appropriate holiday cancellation insurance where required.
In the rare event we need to cancel your booking with us, please be aware that we cannot be held liable for circumstances beyond our control and that our liability to you is limited to the refund of any payment already made.
WiFi Fair & Appropriate Usage Policy
We provide WiFi Internet access which is subject to fair useage policy. Guests must agree to use this access to the internet fairly and appropriately. We may monitor network performance and usage in order to maintain a fair and high level of service to all our guests.
The Internet access provided is intended for general use such as access to the world wide web, email, messaging, social media, light video / music / media streaming. It is not intended or ideally suited for heavy media streaming, online gaming, extensive downloads / uploads. Access to illegal activity or use of our network for illegal activity is not prohibited and will be reported to local authorities.
Damages & Lost Property
We reserve the right to charge the lead guest for any damages caused through the course of a booking by any member of the booking party. This includes breakages, spillages, stains, damage to furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimise damage and associated costs. Lost keys / fobs / access cards will incur a replacement charge per key / fob / card lost.
Any lost property, if discovered and found, left behind by guests during a stay will be held for a period of 1 month. While we will make our best efforts to reunite lost property with their owners we accept no responsibility in replacing lost items and encourage guests to ensure they have all their belonging before checking-out. We may offer to post lost items via recorded delivery at the cost of the property owner, otherwise collection can be arranged.
This is a no smoking property. Smoking of any tobacco products including, but not limited to cigarettes, pipes, cigars, snuff or chewing tobacco, is only allowed on the patio. Ash trays are provided. Please ensure you always fully extinguished your products after use.
We accept one dog per booking. If you would like to bring more than one dog please contact us and we will consider it on an individual bases with an additional charge. Dogs are not allowed upstairs or on the furniture and we supply stair gates to ensure dogs cannot get upstairs. We do ask guests to abide by this house rule.
Parking spaces are provided and guests accept that they park their vehicles at their own risk within the designated area.
We have provided an accessibility and access statement here, which you can download and read.
Your Personal Details & Privacy
We keep a register of the lead guest and or person who made the booking. This information is required in order to facilitate the booking and payment of your stay with us. This information is kept for a minimum of 12 months and in accordance with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation).
You accept that any entries you make to our on-site guest book, if available, will not contain personal information or details you would not want disclosed. Any entries containing personal details that may fall into the DPA and GDPR may be removed and destroyed.
Terms & Conditions Relating To The Covid-19 Pandemic
If you are unable to travel to our property due to shielding or travel restrictions in the area in which you live please let us know as soon as possible.
If you are unable to travel to our property and therefore need to cancel your holiday due to a legal requirement (government enforced shielding, travel restrictions or lockdowns) you will have the following options:
I have a paid a deposit:
– A transfer of the deposit to a future date
– A refund of the deposit amount paid
I have paid for my holiday in full:
– A transfer of the total amount paid to a future date. Please note if the future date chosen is of a higher cost than the original week booked then the additional cost will be payable 8 weeks prior to arrival.
If you decide to cancel your holiday due to government guidance then the standard booking terms will apply. As you are not restricted from travelling by law and the property is still available a transfer to another date would be at our discretion.
Staying Safe During Your Visit
At The Aspens the safety of our guests is paramount.
We are following the latest government guidelines to keep our visitors safe and ensure you can enjoy a well-deserved holiday. While we have made every effort to ensure The Aspens is Covid free you are advised that by visiting our cottage you do so at your own risk, and you must take responsibility for keeping yourself safe during your visit.
Cleaning and sanitising products will be supplied, including hand wash and hand sanitiser.
While The Aspens is located in a rural area and we have had relatively low infection rates in the area, we ask you to stick to social distance and government guidelines when using our businesses and resources, to help keep both you and our local communities and its residents safe. We are happy to advise that the majority of businesses in our area are now up and running so you will be able to make the most of your time away.
Please note the following:
Contactless check in – all guests benefit from a contactless check in helping keep you and our staff safe. Full details are supplied by email.
The check in and check out times may be altered to what has previously been advertised to facilitate cleaning between guests – you will be advised of this if your stay is affected.
Please contact us if you have any questions on what will be provided in the cottage.
We ask you to do the following while staying at The Aspens and take responsibility for reducing your own risk during your stay:
Sanitise your hands on arrival at the cottage.
Sanitise your hands and make use of the cleaning products provided when returning to / after leaving for any reason.
Follow the government social distancing rules when visiting shops and businesses in our community.
All guests will be asked to strip their own bed linen and along with any towels and robes place inside the laundry baskets provided in the utility room on check out.
What to do if someone in your party is suspected of having Covid-19?
We ask guests to contact us IMMEDIATELY if they suspect they have symptoms of Covid -19.
The guest will be directed to the closest Covid-19 testing facilities.
The guest and their party must self-isolate until their test results are back or return home if they are unwell and feel they are able.
If confirmed as Covid-19 positive, guests will be asked to vacate the cottage and return home if able, to allow for appropriate cleaning of the cottage for the next check in.
If unable to return home, guests must self-isolate at the cottage at their own expense
(guests will be required to pay for the additional time).