Belview Holiday Cottage Dorset Booking Terms & Conditions

UPDATED 18/04/2023

Please read this carefully.  When you make a reservation request with us (whether by online booking, email, telephone or post), these terms and conditions are deemed to have been accepted by you.  You will be required to check the tick box on the online booking form to confirm acceptance and you will also be sent a copy of the terms and conditions with your booking confirmation and will be asked to re-confirm acceptance of these terms and conditions.

1          THE CONTRACT

The Contract for a short-term holiday rental will be between Belview Cottage Dorset (referred to as “Belview Cottage or We or Us or The Owners” who are B E & G M Puddy) and the person making the booking and all members of the holiday party (referred to as “the Customer, or You or Your or The Hirer”) in the following booking conditions. UK Law will govern the Contract. The contract of hire is not effective until we have processed the deposit. The contract will be subject to these booking conditions, and must be complied with. The party leader must be at least 18 years of age at the time of booking and prior to the booking start date we must be provided with a list containing the names, ages, addresses including postcodes and contact details of all guests.

2.         PAYMENT

For bookings of a week or more, a 25% deposit will be required at the time of booking and must be received by us within 3 days of the booking being placed.  The remaining balance will be due six weeks (42 days) prior to the commencement date of your booking. When the deposit has been received, your booking and receipt of payment will be CONFIRMED via email (or post if you don’t have an email address) and a copy of these Terms and Conditions will also be attached.  You will be required to re-confirm acceptance of them.  An invoice will also be sent showing the deposit paid and the balance due.  If the remaining balance is not paid six weeks (42 days) before the commencement date of your booking, then your booking will be cancelled and your deposit will not be refunded.  If payment in full is made at the time of booking, no invoice will be sent, but receipt of your payment will be confirmed.

For bookings made less than six weeks before the commencement of a stay of a week or more, FULL payment will be required on booking, a minimum of 10 working days before your booking start date. Your booking and receipt of payment will be confirmed via email (or post).

For short breaks (less than 7 nights), full payment will be required on booking.  Your booking and receipt of payment will be confirmed via email (or post).

For last minute bookings (i.e. less than 10 working days before booking start date), payment in full must be by direct bank transfer providing your bank uses the Faster Payments system (i.e. same day payment) or by PayPal.  Payment by these methods must be at least two working days before your booking start date.  Your booking and receipt of payment will be confirmed via email (or post).

If you have booked online, you will receive an automated email sent by our booking system giving details of your provisional booking.  All bookings, whether made online, by phone, email or letter, remain provisional until an email (or letter) is sent from the Owners confirming the booking.

In the event of a double booking occurring, then this will be dealt with on a first come first served basis and a full refund will be given where we are unable to confirm your booking.

Payment can be made by BACS for payment directly from your bank account to ours or by credit or debit card via Stripe.  You can also pay by cheque in certain circumstances (please see below).

Overseas Visitors

When making a payment by bank transfer, please note that your bank may deduct charges for processing payments, especially if your bank account is held outside the UK.  It is advisable to check with your bank first before making payment so that you can send the correct amount (ie the full cost of booking without any deductions for bank charges) and thus avoid any shortfall in payment.  If there is a shortfall owing to bank charges being deducted, we reserve the right to add the amount onto the invoice for the outstanding balance payment due, so that we receive the full payment for your booking without deductions for your bank charges.

Payment by Cheque

Payment can be made by cheque providing we receive all cheques (for deposit and for remaining balance) in accordance with the time frames set out above (ie no more than 3 days after booking for the deposit, 42 days before the booking start date for the balance).   If it is a last minute booking, full payment must be received at least 10 working days before your booking start date.

Cheques should be made payable to Mrs G M Puddy and sent to Belview, Fifehead Neville, Sturminster Newton, Dorset DT10 2AL.

The owners reserve the right to refuse any booking and to correct any errors in both advertised and confirmed prices.

3          CANCELLATION

a)    If your booking has to be cancelled because Belview Cottage is put under Government Restrictions and has to close and the period of closure covers your booking you will be refunded in full or offered a change of dates if you prefer.  Owner liability is limited to the rent received for your booking.

b)    In the event that your given address is put into Local/Regional Lockdown, rendering you unable to travel, and the period of restriction covers your booking you will be refunded in full or offered a change of dates if you prefer.  Owner liability is limited to the rent received for your booking.

c)     If your booking has to be cancelled because Belview Cottage has to close through Force Majeure, meaning any of the following circumstances which may hinder or prevent the performance by us of the contract, including but not limited to: (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent; (f) collapse of buildings, fire, explosion or accident; (g) non-performance by our suppliers or contractors; and (h) failure of utility service, and the period of closure covers your booking you will be refunded in full or offered a change of dates if you prefer.  Owner liability is limited to the rent received for your booking.

d)    Where you choose to accept a change of dates for your booking, the price you pay will be for the new dates booked, which may be higher or lower than for your original booking dates.  If your deposit has already been paid, it will be applied to your new booking dates and the balance payment of the new booking adjusted accordingly.  If you have paid in full for your original booking and then accept a change of dates and the price is higher than for the original booking, you will be invoiced for the extra amount above the total you have already paid.  If the price is lower, we will refund the difference.

e)    Customer inability (or the inability of any, some or all of your intended party) or disinclination to travel to and stay at Belview Cottage for any reason.  This includes – but is not limited to – illness (including Covid), a requirement or recommendation to self-isolate or quarantine, shielding, a call to jury duty, military service, 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.   Please note that the rental charge does not include holiday cancellation insurance. You are strongly advised to take independent advice on appropriate holiday 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.

Any cancellation must be advised by telephone and email and once received we will confirm the cancellation request by email.

 We will apply the scale shown in the table below to determine the amount of the cancellation charge, which shall be a percentage of the total cost of the holiday. 

* Please send written notification of cancellation by email requesting confirmed receipt. The effective date of cancellation is when written notification is received by us.  

Deposit Payments

If we have only received the deposit payment at the time of cancellation, then the refund will be the deposit less 10% of the total cost of the holiday and will be processed as soon as possible.

Full Payments

On receipt of the cancellation notification, the above table states the amount that the customer remains liable for at that point in time. We will then use reasonable endeavours to obtain a replacement booking. In the event that we are successful in obtaining a replacement booking, we will refund to the customer the total amount paid by the customer for the booking less 10% cancellation charge and less the difference in price between the customer’s booking and the replacement booking if one is made.

 For example:  A £500 booking, fully paid, cancelled and relet for £400, means that the original customer will be refunded as follows, £500 minus 10% cancellation charge of £50 = £450 minus £100 rebooking shortfall = Refund of £350.

Replacement bookings may come via third parties (eg online travel agencies) instead of being booked direct with us, so the actual refund amount to the original customer who cancelled may be less than if the replacement booking was made directly with us.

If we cannot obtain a replacement booking, any refund due will be calculated in accordance with the above table.

Please note it may take up until a couple of days before the start date of the booking to obtain a replacement booking, therefore your refund may not be processed until that time.

 f)     It is the responsibility of the customer to acquire suitable travel insurance for themselves and their party to cover the booking. We strongly recommend that the customer acquires suitable insurance to cover circumstances beyond the customer’s control such as, but not limited to, jury duty, incarceration, change in personal or work circumstances, military service, illness – including Covid, self-isolation and shielding, family emergencies and travel delays.

 Covid is now a known risk and it is possible for you to insure your holiday against it. This can include the customer or any of the party having Covid, the customer or any of the party having to isolate or quarantine, or you wishing to shield any members of the party.

COVID

It is up to you to arrange appropriate travel insurance.  If you catch Covid-19 during your stay and are unable to return home at the end of your booking, you will have to pay for all subsequent bookings that have to be cancelled as a result and for any additional days you stay on in the cottage if it is not already booked by someone else, after your original booking ends

We are adhering to the Cleaning Protocols set out by The Professional Association of Self-Caterers UK .  We have completed a risk assessment for Covid-19, we have procedures and control measures in place and have appropriate training and awareness.  

Although we have done our utmost to minimise the risks, we cannot guarantee that you won’t catch the virus whilst on holiday, so please make sure you have appropriate travel insurance or consider cancelling your booking if you feel it is not wise to travel (See section on Cancellation).  It would be impossible to prove whether you caught the virus in the cottage or on your journey here or whilst out and about during your stay.

START DAYS FOR WEEKLY BOOKINGS

Weekly bookings are normally from Friday to Friday, apart from during the Christmas/New Year period (see Price List or Contact Us to discuss your requirements).

LONG WEEKENDS AND SHORT BREAKS

Long weekends (three nights Friday to Monday) and mid-week breaks (Monday to Friday) are available during spring and autumn.  Other breaks may be available on request.  Short breaks are also available over the New Year holiday period .  See Prices section for dates and prices, or contact us to discuss your requirements.

ARRIVAL AND DEPARTURE

Guests are asked to arrive after 5.00 pm (1700 hours) on the booking start date and to leave no later than 10.00 am (1000 hours) on the last day of the booking.  There is a keysafe and you will be given the code before you arrive.

 HIRING TERMS

 The contract is between the Hirer and the Owners. The hiring is for short term stays only (maximum 28 days).

The Terms and Conditions and the booking details form an agreement between The Hirer and The Owners (B E & G M Puddy) for the rental of Belview Cottage, Fifehead Neville, Sturminster Newton, Dorset, DT10 2AL, UK (The Property).

By agreeing to these Terms and Conditions, The Hirer confirms that they are over 18 years of age and that they accept full responsibility for all payments due and for the consequences of any actions of all persons who will be using the property during their holiday.

The Owners have a policy of treating all Hirers equally without discrimination of any kind, ie race, gender, disability.

The Owners have taken great care to provide accurate information; however, changes can occur. All descriptions, written or oral, are given in good faith; the Owners cannot be held liable for them. Every attempt is made to ensure the cottage and equipment is in good working order. If the Hirer is not satisfied with some aspect, please contact the Owners immediately. The Owners reserve the right to enter the property to carry out urgent works. The Owners accept no liability for any loss or damage to the Hirer's possessions or cars whilst at the property.

The Hirer agrees to take good care of the property and contents: towels must not be removed from the cottage or used for drying dogs and the cottage must be left in a clean and tidy condition.

The Hirer must notify the Owners immediately of any breakages/damage to the property.  The Hirer is legally bound to pay the Owner for replacements, repairs or extra cleaning costs on demand.

Maximum party size at the cottage of four plus a baby if travel cot is set up in the double bedroom must not be exceeded. Any breach of this condition will result in admission being refused or immediate expulsion without compensation for lost rent.

Hirers may not entertain visitors at the cottage later than 11.00 pm.

Belview Cottage is strictly a no-smoking area both inside and outside, in the interest of health and safety.

EV Charging

There is an EV charger immediately outside the cottage, for guest use.   It is a Rolec 7.2 kW Type 2 untethered EV charger, best suited for overnight charging, pay as you go via the Vend Electric app.  Please DO NOT use a charging cable through the window or door plugged into a 3 pin 13 amp plug inside the cottage as this increases the risk of fire and electric shocks and could invalidate our insurance.

Dogs

Well-behaved dogs are welcome – there are plenty of local footpaths for walking. Dogs must be kept under control whilst on the premises and are not allowed onto the furniture or upstairs – please use the stair gate provided at the foot of the stairs. Dogs must not be left unattended on the premises, unless they are securely contained in transport cages. Please bring bedding for your dog(s) and old towels for drying them off if they get wet/muddy. There is a dogs’ water bowl in the garden, by the outside tap. All dog mess must be cleared up – there is a poop scoop inside the garden shed for this purpose.

There is an additional charge of £25 per dog per booking, £40 for two dogs per booking. If you wish to bring more than two dogs, please contact the Owners to find out if this will be possible.

We are sorry that we cannot accept other pets.

Babies

We can provide a travel cot (with bedding), high chair, changing mat, baby bath, play mat and play gym, if requested at the time of booking. The travel cot can be set up in the double room, or in the twin room (if not occupied). We’re sorry that there isn’t enough space to set it up in the twin room if it is occupied. If you prefer to bring your own cot bedding, please make sure you use the mattress protector provided.

For toddlers, we have fitted stair safety gates at the top and bottom of the stairs. There is also a pair of soft folding bed rails for one bed in the twin room - if required, please request this at the time of booking.

Children

Children should only play within the cottage garden itself for safety reasons, as all other areas outside the cottage and its parking area are private. Parents/guardians must be responsible for supervising their children at all times.

Wi-Fi Internet Access

Please note this free service is for general surfing on the internet and emailing and NOT for gaming, and downloading large folders.   Watching catch up services such as BBC iPlayer or subscription services such as Netflix via your own account details should be fine.

However if someone is taking advantage of this free service by downloading excessive amounts of data, we reserve the right to disconnect the service.

As a customer at Belview Cottage using the broadband facilities, you agree that you will not use the service for unlawful or illegal purposes.

Lost Property

The Hirer must make sure that they take all their belongings with them at the end of their stay, as the Owners cannot accept any liability or responsibility for any lost property whatsoever. If the Hirer thinks they have left something behind, then they should contact the Owners as soon as possible, who will try to find it.

If the Owners find any lost property during the changeover, they will contact the Hirer via email (or telephone) and if the Hirer wants it to be returned to them, the Owners will first notify them of the postage and packaging costs.

On receipt of the appropriate remittance via BACS payment (or cheque), the Owners will then be able to post the item(s) back to the Hirer.