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1. CONTRACT 

1.1 These are our booking conditions, together with some useful information about your stay. Please contact us if you have a question or would like any help to make a booking.

1.2 Terms and conditions apply to Guests and all members of their party. It is the Guests’ responsibility to ensure that each member of their party is aware of and accepts the Terms and Conditions and the obligations contained therein.

1.3 The party leader must be at least 18 years of age at the time of booking, the booking form must list all names in the party. The party leader is responsible for ensuring all members of the booking party comply with the terms set out below, however, the contract for the provision of accommodation is between us and you (as in the person making the booking).

1.4 The Owners reserve the right to cancel a booking without compensation or refund should Guests not comply with any of the Terms and Conditions outlined below.

1.5 You are strongly recommended to take out travel insurance to cover your break – it is your responsibility to ensure that you have cover

 

2. TERMS OF USE

2.1  You may access the property from 16.00 on the day of arrival.  Please note that departure is by 10.00 on your final day unless an alternative arrangement is agreed prior. We need this time to ensure that the accommodation is ready for your arrival after the previous guests.  You must not use the property except for the purpose of a holiday during the holiday period, and not for any other purpose or longer period. The agreement to stay in the property for the holiday period does not create the relationship of Landlord and Tenant between the parties. You shall not be entitled to a new tenancy, or to any assured short hold or assured tenancy or any statutory protection under the Housing Act 1988 or other statutory security of tenure now or at the end of the Holiday Period.  

2.2 On departure, you are requested to leave the accommodation in a clean and tidy condition. This includes washing up, placing rubbish in bin liners and putting in outside bins, ensuring ovens and barbeque are clean and free from grease; strip beds; bring outdoor cushions into the property; if additional property preparation over and above normal is necessary we reserve the right to make an additional cleaning charge to cover the cost of obtaining “emergency” cleaning help to ensure the accommodation is ready for the next occupants. You will vacate the property and return the keys to the keybox by 10:00am on the day of departure and will settle any outstanding accounts prior to your departure.

 

3. USE OF THE PROPERTY 

3.1 The Owners do not accept responsibility for breakdown in public or local supplies, including water or electricity, nor any claims against inconvenience caused by such incidences, or by building works that may be deemed as necessary. In the case of any breakdown Guests are asked to notify the Owners immediately. We will try our best, in conjunction with the service company concerned, to correct the fault as soon as possible.

3.2 The accommodation may only be occupied by those guests listed on the booking form and must not exceed the maximum number stated for each accommodation. You are responsible for ensuring that your group complies with any government restrictions and requirements.  In the event of non-compliance, we reserve the right to terminate your booking immediately, in which case our responsibility to you ceases immediately and there will be no refunds, no payment of compensation and no reimbursement of any cost or expenses you may incur as a result.

3.3 It is your responsibility to ensure that all members of your party do not behave in a way which causes offence or danger or annoyance to neighbours or which risks damage to property belonging to others. In such circumstances we reserve the right to terminate your booking immediately, in which case our responsibility to you ceases immediately and there will be no refunds, no payment of compensation and no reimbursement of any cost or expenses you may incur as a result. Furthermore, you will be liable to reimburse us for any expenses incurred as a result of you and your party’s behaviour.

3.4 No fireworks or Chinese lanterns are permitted at any time.

3.5 Strictly no fires may be lit inside the house in the fireplaces. This includes burning candles.

3.6 Please let us know if you require a highchair or a cot, which will be provided at no extra cost.

3.7 For safety reasons and the comfort of other guests, we have adopted a no smoking policy.

3.8 Visitors are welcome by arrangement but are not permitted to stay overnight. They must adhere to the terms and conditions of the property. We cannot accept responsibility whatsoever for their safety, well-being or possessions. Guests shall be held responsible for their visitors’ actions.

3.9 You must not use the accommodation or the site for any illegal, dangerous, offensive, noxious or noisy activities or behave in a way that may be a nuisance or annoyance to us, other guests or our neighbours. The playing of music, singing or other excessive noise that can be heard outside of the property after 10pm is not permitted.

3.10 Please take care of our property. You are responsible and liable for any breakages or damages that you cause to the accommodation or its contents. Please report these as soon as they occur. We do not normally charge for minor breakages, but we reserve the right to charge you for repair or making good if the damage or breakage is significant. This includes any damage by dogs e.g. chewing furniture.

3.11 Please let us know about any problem with any appliance or fixture or fitting as soon as possible and we will ensure that, within a reasonable time, this is repaired, or alternative arrangements are made.

3.12 Visitors are asked to take care at all times while on our property.  Parents in particular are asked to ensure that children are safe, accompanied by a responsible adult and not left unattended.  We do not accept responsibility or liability for injury or damage to and loss of guest’s property, cars and contents and you agree to indemnify and hold us harmless from and against all actions, claims, costs and proceedings (including reasonable legal fees incurred in defending the same) arising from your acts or omissions (and those in your party) while on our property. In the event of guest misbehaviour or other necessary cause, we reserve the right to terminate the let without any refund of letting monies.

3.13 We retain the reasonable right of entry to the property at all reasonable times for the purpose of inspection or to carry out any necessary repairs or maintenance. We will do our best to minimise disruption to you if we need to enter the property during your stay. 

3.14 Free Wi-Fi internet is provided for your reasonable use and may be subject to separate terms and conditions. You agree to reasonable and lawful usage of this service.  We will not be liable for slow connections or for any interruptions to or the failure of this service.

3.15 We reserve the right to make changes to the property, including any relevant enhancements to décor, furniture, fixtures and fittings, etc. We endeavour to ensure that all changes are in keeping with the style of the property. We shall not be liable for any such alterations to the property.

3.16 Several of our properties accept dogs, which should be kept on the lead in and around the property grounds. Always clean up after your dog, including in the garden and nearby fields. Your dog must not be left alone. Dogs are strictly only permitted downstairs, and off beds and sofas. Stair gates will be provided. If any furniture or soft furnishings are chewed or damaged and require replacement, this will be at your expense.

 

4. LIABILITY 

4.1 The Property Owner as well as Host with Grace Limited, its employees and representatives shall not be liable to you or your party for loss or damage to property howsoever arising unless demonstrably caused by our negligence or wilful misconduct or that of those for whom we are legally responsible. You must take all necessary steps to safeguard yourselves and your property.

4.2 Third Party Services – If you wish to engage any third party to perform any service (including by way of example private catering, beauty therapy, childminding or entertainment services) at the Property you must obtain our written permission. Such permission should be requested in advance of your stay with details of the entity you intend to use to perform the service, the service to be performed and details of their public and employer’s liability insurance. Consent will only be given where we and our insurers are happy that the appropriate risks have been covered. We will not accept liability for the services provided (or failure to provide such services) by any third party supplier or business used by you in the course of your Stay (regardless of whether they are recommended or referred by us).  This will not apply where we have been negligent or dishonest in this regard.

4.3 ‘Owners’ refers to the proprietors of the accommodation. ‘Guests’ refers to all persons listed on the booking form. ‘Visitors’ refers to any persons visiting guests at the accommodation.

4.4 If Guests or any member of their party, has, or has just had an infectious or contagious medical condition the Owners have the right to refuse the booking, cancel the trip or ask the Guest to leave the accommodation immediately should it be considered necessary, to protect the health of other guests and/or staff. The Owners should be informed immediately should any condition develop within four weeks of arrival date, or during the stay at the accommodation.

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5. COMPLAINTS 

5.1 Every effort has been made to ensure that you have an enjoyable stay. However if you have any problem or cause for complaint, it is essential that you contact us immediately. We live nearby and will do our best to resolve any issues as soon as we can. We value your custom and want you to return. 

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6. INFORMATION ABOUT US AND HOW TO CONTACT US

6.1 If you have any questions, please contact us by telephone on 07444 720 729, or email us at hostwithgrace@outlook.com.  

6.2 If any clause in these Terms requires you to give us notice in writing (for example, to cancel the contract), you can send this to us using the email address provided above. We will confirm receipt of this by contacting you in writing, by e-mail, to the address you provide us in the Booking

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7. HOW WE MAY USE YOUR PERSONAL INFORMATION

7.1 We handle your personal data in accordance with our Privacy Policy. We will use the personal information you provide to us to:

1. Provide the Accommodation

2. Process your payment for Accommodation;

3. Process identity checks where necessary; and,

4. Inform you about similar products or services that we provide, where you have permitted us to. You may stop receiving these at any time by contactin

7.2 We will not pass your Personal Data to any third party not set out in our Privacy Policy or where you have requested additional services to be provided during your Accommodation, in which case the parties providing those services will be provided with your personal data, where necessary.

 

For full terms and conditions of bookings made via Airbnb, Booking.com or VRBO, please see your booking confirmation with details regarding cancellation, payments, damages etc.

 

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For Bookings made Direct (off Airbnb, Booking.com or VRBO):

 

8. DEPOSIT AND PAYMENT 

8.1 A deposit of 30% of the rental fee is payable immediately upon making the booking where the booking is made more than 7 weeks before the start of the rental. The booking will not be confirmed until the deposit is received. The balance shall be payable in full 7 weeks before the commencement of the rental. For bookings made less than 7 weeks before the commencement of the rental the total fee is payable.

8.2 If for any reason we are unable to take payment of the balance by the due date and you are unable to promptly rearrange payment (or we cannot get hold of you to arrange for payment to be made) we will be entitled to treat that as your intention to cancel the Booking.  If we are forced to cancel your booking due to non-payment the deposit paid will be non-refundable.

8.3 If your Booking is made less than forty-nine (49) days prior to the Booking Commencement Date then your Booking will only be confirmed and our Contract will only come into force once we have received payment in full in cleared funds.

8.4 We reserve the right to cancel your booking and re-let the property if payment is not received by the due date.

8.5 No entry to the property will be allowed without payment, in full, being cleared beforehand.

8.6 We accept payment by bank transfer and stripe (card handling fees will apply).

8.7 You may not under any circumstances transfer your booking to anyone else without prior consent.

8.8 The total price you pay for your stay includes a booking fee of £50, this is not itemised separately but included in the total price. This booking fee covers the administration and bought in costs associated with managing your booking. The booking fee is included in the initial deposit you pay for your stay and in the event of cancellation is non-refundable.

 

9. CANCELLATION 

9.1 Cancellation by You. Cancellations must be immediately notified to us and confirmed in writing. The treatment of a cancellation will depend on a) the date the booking was made; b) when the cancellation is made and; c) the reason for the cancellation.

9.2 Bookings will be treated based of the reason for the cancellation, the length of time between cancellation and your holiday, and our ability to re-let the property as follows. Your inability (or the inability of any, some or all of your intended occupants) or disinclination to travel to and stay at your hired Property for any reason.  This includes – but is not limited to – illness (including Covid), a requirement or recommendation to self-isolate or quarantine, a call to jury duty, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport.  These remain at your risk and do not give rise to a right to cancel or to receive a refund unless we re-let the property, other than according to the sliding scale below. You are strongly recommended to take out UK travel insurance to cover these eventualities. If you choose not to take out UK travel insurance then you accept responsibility for any loss that you may incur due to your cancellation.

9.3 Travel Insurance.

9.3.1 It is the responsibility of the Lead Guest to acquire suitable travel insurance to cover their trip, including Cancellation and Curtailment Protection Insurance. 

9.3.2 We strongly recommend that you take out suitable insurance which will cover you for possible cancellation of your trip. There are several suitable options which include cover for COVID-related cancellation, you can look for suitable cover on comparison sites such as www.gocompare.com.  We are not selling, promoting, endorsing or recommending any particular product, and do not benefit financially or have any formal relationship with any of these providers.

9.4 Refunds

9.4.1 All refunds will be subject to deduction of a non-refundable administration fee of £50 to cover our costs and third-party costs related to the cancellation and remarketing (these costs include our admin costs, re-marketing costs, bank fees, accounting fees and commission payments).

9.4.2 A cancellation charge will be made based on the number of days notification of cancellation given by the person making the booking, and whether the accommodation is re-let for the period of the cancelled stay. We will apply the scale shown in the table below to determine the amount of the refund payable to you.  If the accommodation is not re-let, this will be a percentage of the total cost of the holiday.  If the accommodation is re-let, the amount refunded will be the rebooking value (which may be less than you paid) less the non-refundable administration fee of £50.

9.4.3 Part Cancellations – If any person(s) in your party needs to cancel, the total cost of your booking will not change.  In addition, no refunds or deductions are payable in the event that you cut short your stay.

9.4.4 Refunds for cancellations more than 7 weeks out will be made within 3 working days of the date of cancellation, which must be in writing (by email).  Refunds for cancellations made less than 7 weeks out will be made within 3 working days of the rebooking date, or the end date of the holiday (as the refund amount will depend on the rebooking value).

9.4.5 Refunds will be processed on the departure date of the cancelled booking, paid by bank transfer.

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9.5.6 Any refunds agreed will be paid on the date of original planned check out.

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* More than 7 weeks, we refund you: Deposit less £50

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* 36-49 days, we refund you: 60% of the total cost (if the property is not rebooked) OR Rebooking value less £50 (if the property is rebooked)

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* 29-35 days, we refund you: 50% of the total cost (if the property is not rebooked) OR Rebooking value less £50 (if the property is rebooked)

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* 22-28 days, we refund you: 40% of the total cost (if the property is not rebooked) OR Rebooking value less £50 (if the property is rebooked)

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​* 15-21 days, we refund you: 30% of the total cost (if the property is not rebooked) OR Rebooking value less £50 (if the property is rebooked)

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​* 8-14 days, we refund you: 20% of the total cost (if the property is not rebooked) OR Rebooking value less £50 (if the property is rebooked)

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​* 0-7 days, we refund you: 10% of the total cost (if the property is not rebooked) OR Rebooking value less £50 (if the property is rebooked)

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3.5.7 You are strongly recommended to take out travel insurance to cover your break – it is your responsibility to ensure that you have cover. 

9.5.8 Cancellations by us for reasons beyond our control (“Force Majeure”) We won’t be deemed to be in breach of this Contract, or otherwise liable to you, by reason of any delay in performance or non-performance of any of our obligations in this Contract to the extent that such delay or non-performance is caused by circumstances beyond our reasonable control (for example if access to and use of our property is prevented by fire, flood, exceptional weather conditions, epidemics, pandemics, destruction/damage, internet or other communications failure, blocked roads, war/terrorism, nuclear/radioactive disaster affecting us or our property) (these are sometimes referred to as “Force Majeure Events”)

9.5.9 If for any reason beyond our control we are forced to cancel your Booking (or bring it to an end early) due to a Force Majeure Event affecting us or our property we will refund you the full amount of your remaining rental costs based on the time of your booking remaining. This will be the full extent of our liability and no additional compensation, expenses or costs (such as travel or replacement lodging costs) will be payable.

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10. DAMAGES

10.1 You are legally bound to reimburse us for replacement, repair, excessive cleaning/tidying up, damage or loss of contents, damage or loss to keys, excessive or incorrect use of facilities (including, but not limited to, telephones, internet and other amenities provided at the Property).

 

10.2 We ask that you look after the property and its contents as if it were your own home and hand it back to us in the same condition as it was at the start of your stay. If you mistreat the property or its contents (or fail to comply with other obligations giving rise to costs incurred by us) you are required to cover the cost of any resulting damage. This is principally to cover repairs or replacements as a result of damage and breakages and/or extra cleaning costs – for example where the property has not been returned to us in accordance with the departure cleaning requirements. If you lose a key, we will replace it and invoice you the cost.

 

10.3 We appreciate that accidents can happen and take a pragmatic and sensible approach to damage and breakages. We would not charge you for the odd broken mug or glass, but please do inform us of any breakages/damage as it occurs so that we can put it right. If you notice that something is broken or not working properly please tell us even if it is not causing you a problem or discomfort, as we want to ensure things are as good as they can be for all our guests. However, if for example you dye your hair and the product used discolours tiles/fittings; if you apply tanning products and this spills on or discolours the furnishings; if you leave pots and pans unwashed or with burnt on food residue or don’t leave the oven clean and free from grease then we will need to charge you the cost of putting things right. 

 

10.4 Toiletries bottles, glass milk bottles, bed linen and towels must not be removed from the property. In the instance that items are taken, we will give you the option to post them back to us (at your expense), or be charged: £4 per toiletry bottle, £5 per glass milk bottle, £10 per hand towel, £30 per bath sheet.

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PRIVACY STATEMENT

Host with Grace Limited and the Property Owner are committed to safeguarding the privacy of our website users while providing the highest possible quality of service. We will only use the information that we collect about you lawfully (in accordance with the Data Protection Act 1998 and May 25th 2018 GDPR Law changes). Under the terms of the Data Protection legislation, we are required to explain to you how we will treat any personal and/or private data which we collect from you. By using and/or registering on this site or contacting us by email or through this site, you consent to the collection, use and transfer of your information under the terms of this privacy statement.

We warrant that we will not disclose your information or personal details to any other third party without your approval other than is set out elsewhere in this privacy statement.

We will not send you any unsolicited commercial e-mail unless you have given your prior consent. We will seek to act in the best interest of our customers, and will not abuse our position of data controller for any commercial gain.

When you book with us, Host with Grace Limited, as Property Manager, will collect your personal data via a booking form as has a legitimate interest in these details under Article 6(b) of the GDPR 2018 in order to complete bookings and organise your holiday. They use your data to contact you in respect of your holiday and ensure that the property is set up for the appropriate number of guests. They will hold your booking information in an electronic database on a cloud server which requires a code to access and has its own privacy policy and statements. They will not share your data with any other third parties and will not send you marketing emails without your consent which you may retract at any point by emailing hostwithgrace@outlook.com. For the purposes of demonstrating to the UK tax authorities the legitimacy of our bookings and income, they will store your data for 7 years.
 

Your Rights

1. Right to be Informed (Articles 13 & 14). This document covers your right to be informed, and is a completely transparent record of how and why we use your Personal Data. If you believe we have not done this to a satisfactory standard it is also completely within your rights to lodge a complaint with a supervisory authority.

2. Right of Access (Article 15). Individuals have the right to access their personal data and supplementary information upon request. This allows individuals to be aware of and verify the lawfulness of the processing. This information is available free of charge.

3. Right to Rectification (Article 16). If you believe that the Personal Data we hold on you is incorrect or in need of rectification, it is within your rights to request the changes to be made, again, free of charge.

4. Right to Erasure (Article 17). Also known as ‘the Right to be Forgotten’, the principle underpinning this right is to enable an individual to request the deletion or removal of Personal Data where there is no compelling reason for its continued processing. In short, if you believe we have no good reason to hold onto your data, it is your right to request for the deletion of all records we hold on you and/or your company. Records would then be deleted from all of our data drives and cloud servers 

5. Right to Restrict Processing (Article 18 & 19). We routinely check and update the Personal Data we hold on customers, as to verify it’s accuracy. The Right to Restrict Processing means that upon request we would no longer interact with your data, whether that’s updating it or using it to complete a project with you. This is not the same, however, as the Right to Erasure as it would still be held on our Database.

6. Right to Data Portability (Article 20). This right ensures that, upon request, we can provide you with all the Personal Data we hold on you in an easily readable format for both people and machines. This service is available free of charge

7. Right to Object (Article 21). Your Right to Object is active before any contact is made with us. In short, it is entirely within your rights as a company, or as an individual, to object to us holding, acquiring or processing information pertaining to your Personal Data. If you wish to object please send an email to info@hostwithgrace.co.uk or call on 07444 720 729.

8. Rights related to automated decision-making including profiling (Article 22). These rights pertain to your knowledge and recognition that the rights listed above exist, . We carry out processing under Article 22(1) because we have the individual’s explicit consent recorded. We can show when and how consent was obtained. We tell individuals how they can withdraw consent and have a simple way for them to do this.