Terms & Conditions

Contract

The Contract for a short-term holiday rental shall be made between the Client and Badwell Ash Holiday Lodges (BAHL). The contract shall be governed by UK Law. It will be entered into when the deposit is processed and BAHL issues the confirmation of booking letter. By making a reservation you are deemed to have accepted our terms and conditions. The Contract will be subject to the following booking conditions.

Booking

The Client making the booking agrees that they are authorised to make this booking on behalf of all persons who shall be renting the property and agrees to take full responsibility for the property and the payment of any rental fees or damages. All persons must be over 18 years old unless the Client is booking all 4 lodges; children then accepted only by prior agreement with us on a case by case basis.

Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking. Bookings cannot be accepted from persons under 18 years of age. BAHL reserves the right to refuse any booking without giving any reason. 

Deposit

A non-refundable booking deposit of 25% of the rental fee is payable if the booking is made more than 8 weeks before the commencement of the rental period. The balance must be paid in full 8 weeks before the commencement of the rental period (no reminder is sent). Non-payment of the balance of the rental fee by the due date shall be construed as a cancellation of the contract by the Client and any deposit payments made shall not be refunded. For bookings made less than 8 weeks before the commencement of the rental period, the total rental fee is payable at the time of booking.

Security/House Keeping Deposit 

A £100 security/house keeping deposit is required to be held at check in. This is designed to protect BAHL against unreasonable breakage, damage to property/contents/facilities, costs associated with extra cleaning or guests returning home with access keys or any costs arising from noise or disturbance to other guests and owners. The security deposit is to be paid by cheque or credit/debit card authorisation at the time of check in on the day of arrival. If you pay using a credit or debit card, you are thereby giving us authority to pre-authorise your card to the value of the security deposit. Please note that unless there is an issue on departure we do not undertake this procedure; the security deposit will not be taken from pre-authorised cards and cheques will not be cashed unless there is a problem found in the lodge following your departure. However, all or part of the security deposit will be taken within 28 days of departure if the lodge is not left in the clean and tidy condition in which it was found, or to cover the cost of any additional cleaning and laundry required over the usual designated amount, removal of excess rubbish, any damage to the property/its contents or the replacement of bed linen/towels. 

Payment 

Our prices are inclusive and quoted in GB Pounds Sterling and are inclusive of VAT at the prevailing rate. Payments can be made by online bank transfer, cheque, credit card or debit card. All cheques must be made payable to Badwell Ash Holiday Lodges and can only be accepted if received not less than two weeks before the commencement of the rental period. 

Cancellations 

Any cancellation made by the Client for whatever reason must be confirmed in writing as soon as possible. Once the booking has been confirmed the deposit becomes non-refundable. For cancellations made 6-8 weeks prior to the arrival date, 50% of the total rental fee will be payable, for cancellations made 4-6 weeks prior to the arrival date, 70% of the total rental fee will be payable, for cancellations made less than 4 weeks prior to the arrival date 100% of the total rental fee will be payable. BAHL strongly recommends that the Client takes out comprehensive insurance against cancellation. 

In the rare event that BAHL need to cancel your booking, 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. 

Period of Hire 

The prices quoted are per lodge, per week or short break on a self-catering basis. Weekly rates apply from Friday at 3.00pm to the following Friday at 10.00am or Monday at 3.00pm to the following Monday at 10.00am. Short breaks are for 4 nights midweek starting on Monday at 3.00pm to the following Friday at 10.00am or for 3 nights over the weekend starting on Friday at 3.00pm to the following Monday at 10.00am. Periods of longer than a week can be booked if arriving and departing on a Monday or Friday. 

Check in is from 3pm on the day of arrival and check out is by 10am on the date of departure (unless alternative times have been agreed in advance with BAHL). Please do not arrive early or depart late as sufficient time is required to thoroughly clean and prepare the property for the next arrival of guests. 

Advertised Facilities and Amenities 

Not all items, equipment, amenities and facilities advertised (including hot tubs and fishing) may be available at all times due to breakdown, malfunction, natural phenomena, pest, predation or other reasons. The management of BAHL will try to rectify any malfunctions as soon as possible but no refund of any or all of the money paid by the Client will be made. During drought, legislation may prohibit the filling of hot tubs. Legislation, Regulation and/or Advisory Notice may also prevent or prohibit fishing. 

Occupation of the Lodges 

The number of persons occupying the property must not exceed the maximum number of 4 adults; see also section headed ‘Children.’ BAHL reserve the right to refuse entry to the entire party if this condition is not observed. The accommodation must not be sub-let. BAHL reserve the right to terminate the booking without notice and without refund in case of a breach of this term. 

Services 

Rental fees include bed linen, towels and bathrobes for use during your stay. Beds will be made up prior to your arrival and for bookings of more than one week linen and towels will be changed at the end of each week. Electricity, gas and water are included within the rental fee. 

Care of the Property 

The Client shall take all reasonable and proper care of the property and its furniture, pictures, fixtures, fittings, furnishings and effects in or on the property and leave them in the same state of repair and in the same clean and tidy condition at the end of the rental period as was found at the beginning. Apart from if provided by BAHL in the lounge area, no candles are to be used in the lodges, on verandahs or in/around the hot tubs. No furniture, bedding, crockery or cutlery are to be moved from, or between, the lodges. 

Fixtures & Fittings 

All fixtures, fittings and equipment must be used solely for their intended purpose. BAHL request that you do not take into the lodges any portable heaters, lighting equipment or any items that may cause danger to the lodges, its equipment or its occupants. Any bulky items such as bicycles, fishing or golf equipment are not to be taken into the lodges; outside storage is provided for use at the guests' own risk. 

Breakages, Damage or Missing Items 

Please treat the accommodation and facilities with due care so that other guests may continue to enjoy them. In the event that you notice damage in your accommodation please let the Management know immediately so that we can take the appropriate action. If there have been any breakages during your stay, we would be grateful if you could replace them or advise us before you leave.  You are legally bound to reimburse BAHL for all breakages, damage, missing items or excessive cleaning caused by the party during the period of the rental. 

Complaints 

BAHL endeavour to ensure that everything is to your satisfaction during your stay. Should there be any cause for complaint during the occupation of the property, it must be notified promptly to the Management and in the case of a serious problem, it must be confirmed in writing. 

WiFi Fair & Appropriate Usage Policy 

Free WiFi internet connection is available to all our guests subject to technical availability. Although we have Superfast broadband, please bear in mind that we are located in a rural area where the connection is sometimes intermittent. 

Where WiFi internet access is provided, guests agree to use this access to the internet fairly and appropriately. We may monitor network performance and user usage in order to maintain a fair and high level of service to all our guests and comply with relevant guidelines. The internet access provided is intended for general, day to day use, 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 permitted and will be reported to the relevant authorities. 

Use of the Hot Tub 

Guests are kindly requested to abide by all of the hot tub safety rules at all times. Full details of these can be found in the in-lodge information folders. 

Smoking 

BAHL operates a no smoking policy inside the lodges. Ash trays are provided on the tables outside each lodge. Please use them and do not allow cigarette ends to fall on the ground as these can cause harm to our resident wildlife/wildfowl. 

Children 

BAHL is designated as an adult only site. Children may be accepted if a Client books all 4 lodges for the same period, but only by prior agreement with us. 

Visitors 

Only those persons notified to the management are entitled to occupy the accommodation allocated. If you receive visitors during your stay who are not resident at BAHL you must inform the management. You will be held responsible for the behaviour of your visitors while they are on the site. In the interests of our paying residents, we kindly request that all visitors vacate the site by 10pm. 

Pets 

BAHL operates a no pets policy, save for registered assistance dogs with the express permission of BAHL. 

Late Arrivals 

We ask that you inform us of your planned arrival time. You must inform BAHL if your arrival time changes substantially. If you are likely to arrive after 9pm please make arrangements in advance with the Management for access to your lodge. 

Parking 

Parking of vehicles must be in the designated visitor car parking area at the front of the site. Planning Permission only allows vehicular access to the lodges for loading and unloading on arrival and departure. Your vehicles, their accessories and contents are left entirely at your risk. BAHL will not be responsible for any loss or damage from or to any vehicle. If any of your group has mobility issues please discuss this with the management prior to booking. 

Liability 

BAHL cannot accept liability for any damage, expense, injury, death or loss of any nature whatsoever suffered by any person(s) from any cause other than the proven negligence of us or our employees. Hot tubs and fishing lakes are provided, but are unsupervised and are therefore used entirely at your own risk. You must take all necessary steps to safeguard your personal property and no liability to you is accepted in respect of damage to or loss of such property. 

Force Majeure 

BAHL cannot accept responsibility or pay compensation where the performance of our contract with you is prevented or affected by reason of circumstances which amount to force majeure. These circumstances include any event which we could not, even with all due care, foresee or avoid. Such circumstances include the destruction or damage of your accommodation (which cannot reasonably be remedied to a satisfactory standard before the start of your holiday) through fire, flood, explosion, storm or other weather damage (including a period of electricity failure), break-in, criminal damage, riots or civil strife, natural or nuclear disaster, war or threat of war, actual or threatened terrorist activity and all similar situations beyond our control. 

Right of Entry 

We will not normally enter a lodge once let without your agreement. However employees of BAHL shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance. 

Lost Property 

A minimum charge of £10 is made for the return of any lost property after your departure. Items of lost property can only be held for a maximum of 1 month after which time they are donated to charity. We cannot be held responsible for items reported lost which cannot be found. Property is at all times the responsibility of the owner. 

Privacy & Data Protection 

You and BAHL acknowledge that for the purposes of the General Data Protection Regulation (GDPR) 2018, you are the Data Controller and BAHL is the Data Processor in respect of any Personal Data. Both of these terms have the definition set out in the GDPR 2018. 

Under the General Data Protection Regulations 2018, as the data controller, you must have evidence of a written contract with your processor. 

As the processor of your data, we agree to:

  • Only act on your written instructions, unless we are otherwise required by law to act without your consent.
  • Ensure that people processing the data you supply us with are subject to a duty of confidence and take appropriate measures to ensure the security of processing.
  • Only engage a sub-processor with the prior consent of the data controller and a written contract.
  • Assist you in your role as the data controller to provide subjects access and allowing data subjects to exercise their rights under the GDPR if required.
  • Assist you in your role as the data controller to meet your GDPR obligations in relation to the security of processing, the notification of personal data breaches and data protection impact assessments.
  • Delete or return all personal data to you as requested at the end of the contract.
  • Submit to audits and inspections, provide the controller with whatever information it needs to ensure that they are both meeting their Article 28 obligations, and tell the controller immediately if it is asked to do something infringing the GDPR or other data protection law of the EU or a member state.

By entering into this agreement, you accept the following responsibilities as the data controller: 

  • Check that BAHL is competent to process the personal data in accordance with all the requirements of the GDPR.
  • Only use BAHL if you feel the Company can provide "sufficient guarantees" in terms of its resources and expertise, to implement technical and organisational measures to comply with the GDPR and protect the rights of data subject.
  • Have a written contract with your processor.

Nothing within this contract relieves the processor of its own direct responsibilities and liabilities under the GDPR, and reflect any indemnity that has been agreed. 

Terms and Conditions

BAHL reserve the right to amend these Terms and Conditions at any time.


Revised September 2018