Terms and Conditions

This document sets out the terms upon which Libbear Barton Limited agrees to allow you to occupy and use one or more properties at Libbear Barton (of which details are set out on the booking form and on the website at (www.libbearbarton.co.uk) for the purpose of short term holiday accommodation.

‘The Owner’ or ‘we’ or ‘us’ means Libbear Barton Limited;

‘The renter’ or ‘you’ means the person making the booking and all other members of the party listed on the booking form;

1. Contract

You certify that you are over the age of 21 years and will be a member of the party occupying the holiday accommodation, and are authorised to agree to these Booking Conditions on behalf of all members of your party so as to bind all of you by them and so each of you shall be jointly and severally liable for your obligation under the contract.

This Contract will be entered into and will become binding upon you when we place in the post (or email) to you a written booking confirmation.

The contract comes into effect only when we accept your booking. We reserve the right to refuse any booking without explanation.

This Contract shall be governed by and subject to the laws of England and any dispute arising between you and us shall be submitted to the exclusive jurisdiction of the Courts in England.

2. Payment

Payment is due as follows:

For bookings made more than 52 weeks before the commencement of the rental:-

A booking deposit of 25% of the rental charge must be paid at the time of booking. A further 25% is due 52 weeks before the commencement of the booking. The balance is due 8 weeks before the commencement.

For bookings made more than 8 weeks but less that 52 weeks before the commencement of the rental:-

A booking deposit of 50% of the rental charge must be paid at the time of booking. The balance is due 8 weeks before the commencement.

For bookings made less than 8 weeks before:-

The full balance must be paid at the time the booking is made.

If the amounts due are not paid in full by the due date Libbear Barton Limited may treat the booking as cancelled and re-offer it for rental. All payments shall be made by payment card or BACS through the website at time of booking. Bookings are not accepted until the relevant payment is received.

3. Cancellations

Any cancellation made by you for whatever reason shall be in writing. If the booking is cancelled within two weeks of the arrival date, the entire rental charge will be forfeited. For cancellations made prior to 2 weeks before the arrival date, a percentage of the rental charge will be refundable, the percentage being calculated according to a sliding scale and increasing with the length of time between the date of cancellation and the arrival date. The amount of the cancellation fee constitutes Libbear Barton Limited’s reasonable estimate of its losses arising out of a cancellation. This is set out in the cancellation policy. Percentage refund amounts are based on when payments are due and not when payments are made.

4. Cancellation Insurance

We strongly recommend that you take out holiday insurance to protect against any cancellation on your part.

5. VAT

Libbear Barton Limited is VAT registered and prices quoted include VAT.

6. Arrival and Departure Times

Rentals commence, unless otherwise notified or agreed, at 4:00 pm on the day of arrival and terminate at 10:00 am on the day of departure.

7. Number of persons in booking

The number of persons occupying the property must not exceed the maximum number stipulated in the booking confirmation. We reserve the right to refuse entry to the entire party if this condition is not observed. Only those named on the booking form may occupy the property and enter the site. If you do not comply with these conditions we have the right to cancel your booking and you will not be entitled to any refund of monies paid for your holiday.

8. Complaints

Should there be any cause for complaint during the occupation of the property, it must be notified promptly to us and in the case of a serious problem confirmed in writing.

9. Care of the Property

You and all members of your party shall take all reasonable and proper care of the property and its furniture, pictures, fittings 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 at the beginning. This includes the BBQ, which should be left in the condition you found it (cleaning fluid and brush are provided). You will be responsible for all damage done or loss sustained during your stay.

We or our authorised representatives may enter your accommodation at any time for any reasonable purpose. If we need to do so we will give you as much notice as possible, except in an emergency.

You will be provided with two [2] keys to the property which must be returned at the end of your stay. There is a charge of £ 80.00 for each key that is not returned.

We will provide an initial supply of logs for your property; additional logs can be purchased from us.

10. Use of the Stables (events room)

This space is available for those renting all four properties at the same time.  It has a commercial kitchen and tables and chairs for up to 40 people.  Anyone using this facility will be responsible for providing their own tablecloths, napkins and decorations and for leaving the kitchen as they found it.  They will also be responsible for disposing of any rubbish in the designated area.  Weddings are not permitted at Libbear Barton. Third party suppliers must be approved by Libbear Barton management prior to booking. We accept no liability for losses occurring due to the need to cancel suppliers that have not been approved. Guests will need to provide us with full details of any suppliers they may use.  We will require evidence of any third parties insurance at least a 2 weeks prior to the booking.

Guests will be responsible for switching off all lights and electrical appliances and locking up at the end of the event.  Guests accept liability for any damage caused due to weather, animals or anything else resulting from not properly closing windows and doors or not properly securing the building. Attaching decorations to the walls or other fixtures and fittings in not permitted. Confetti or table confetti is not permitted.

11. Returnable Security Deposit 

A security deposit of £750 for Toad Hall and £500 each for Badgers’ House, Mole End and Otter’s Den is required for all bookings. This becomes due 2 weeks before your arrival. This is payable by BACS or, in the case of direct bookings paid by card, it is placed as a hold on the card you paid with.

The security deposit is NOT applied towards rent and is fully refundable within 14 days of departure provided the following provisions are met:-

  1. No damage is done to property or its contents, beyond normal wear and tear.

  2. No charges are incurred due to illegal activity, pets or collection of rents or services rendered during the stay.

  3. All rubbish is placed in rubbish bins, and any soiled dishes are placed in the dishwasher on departure. The BBQ is cleaned.

  4. All keys are returned.

  5. All charges accrued during the stay are paid prior to departure.

  6. No linens are lost or damaged.

  7. No early arrival or late departure.

  8. Our representatives, the local law enforcement or we do not evict you.

In the event of any damage or non-compliance with the above conditions a deduction will be made from the Security Deposit to compensate us. If the damage exceeds the amount of Security Deposit we shall have the right to claim the excess from you.

12. Pets

On occasion, and by prior arrangement only, well behaved dogs are permitted in certain properties when groups book the whole site. Please be aware that certain breeds are excluded. We will charge you £25 per dog per week or part thereafter but any costs for any damage incurred or cleaning required in excess of this amount will be deducted from the Security Deposit.

  • They are not left unaccompanied at any time;

  • They are kept under control at all times;

  • They are kept on a lead when walking anywhere on the Libbear Barton Estate;

  • You provide their food and bowls and bedding;

  • They are not allowed in any of the bedrooms or on any furniture;

  • They are up to date with vaccinations and worming treatments;

  • You are responsible for picking up your dog’s mess and placing it in the designated bin;

  • You bear in mind that this is a rural property and that there are livestock, horses and game on the grounds and in adjacent fields.

13. Smoking

Smoking is not permitted in any property or any building within Libbear Barton.

14. Illegal Drugs

The use of illegal drugs, or indeed any activity that is against the law of England, will not be tolerated and may result in immediate termination of the agreement.

15. Unavoidable Cancellation

If for any reason out of our control the property becomes unavailable, e.g. due to government restrictions, fire or structural damage, we will seek to agree with you a later available date to transfer your booking without any additional charges. If it is not possible to agree reasonable alternative dates, all rent and charges paid in advance by you will be refunded in full but neither you nor any member of your party shall have any further claim against us.

16. Shared Facilities

If for the entirety of your rental period all of the shared facilities (pool, gym, sauna, games room, soft play and playground) are unavailable to you (whether due to government restrictions or otherwise) 15% of the rental charge will be refunded to you, but neither you nor any member of your party shall have any further claim against us.

17. Inclement Weather

You will not be entitled to any refund as a result of inclement weather conditions.

18. Liability

We do not accept any responsibility if you suffer illness, injury or death on holiday. We accept no responsibility whatsoever for your personal belongings.

19. Parking

Please only use the dedicated parking area for each property (2 spaces per cottage and 4 spaces for Toad Hall). Please respect the Private Property signs. Guests should be aware that their vehicles and contents are left entirely at the owner's risk. The Libbear Barton Limited is not liable for any loss, or damage to vehicles and owners should ensure they have adequate insurance to cover this.

20. Miscellaneous

This agreement is personal to the parties named on the booking and cannot be transferred. If there is any breach of contract, we can terminate the agreement without prejudice to our rights and remedies. If you or any member of your party breaches their obligations under this Contract we may take action against any or all of you. Should any part of this Contract be void then it shall be disregarded and the remainder will continue in full force and effect.

 

refund policy

1. There will be a contract between you and us when your online booking is confirmed.
2. The person making the booking accepts the contract on behalf of all members of your party and is responsible for making sure they accept the contract. We cannot accept bookings from anyone under the age of 21.
3. You have the right to cancel within seven days of the contract with Libbear Barton. If you do cancel the holiday accommodation within seven days all payments will be returned.   
4. Once you have paid the deposit for your holiday you are liable for the balance also. We therefore strongly advise that you take out holiday cancellation insurance that could cover you in the event of you having to cancel.
5. All cancellations must be advised immediately - our cancellation policy is detailed below.

 

Cancellations

A deposit of 50% of the booking fee is payable at the time of the booking (unless the booking occurs more than 365 days before the rental commencement date - In this case, 25% is dues at point of booking and a further 25% due 365 days prior to the commencement date), the balance being due 56 days before the arrival date.

The guest must remit the balance so that we receive the payment by the due date.

Should we not receive the balance by the due date then we will attempt to contact the guest using the contact details with which we have been supplied, but it nonetheless remains the guest's responsibility to ensure the balance is paid on time.

If we have still not received the balance three weeks after the due date, then the booking will be deemed to have been cancelled, the deposit will be forfeit and we will be free to rebook the property.

When a booking is cancelled, the percentage of the booking fee charged as a cancellation fee (i.e. not refunded) will depend upon the amount of time still to elapse before the arrival date as per the following table -

0-13 days - 100% of booking fee
14-27 days - 90% of booking fee
28-41 days - 80% of booking fee
42-56 days - 70% of booking fee
57-90 days - 95% of deposit
91-111 days - 80% of deposit
112-139 days - 60% of deposit
140 days and over - 40% of deposit

Transfers

 Where the guest requests a transfer of an existing booking to an earlier available date, and where the new total booking value is less than the original booking, they can do so without additional booking charges, paying the original booking amount. 

Where the guest requests a transfer of an existing booking to an earlier available date, and where the total booking value is more than the original booking, they can do so by paying the original booking rate plus the difference in value.

Where the guest requests a transfer of an existing booking to a later available date, and where the total booking value is less or more than the original booking, they can do so by paying a transfer fee plus the new booking value.  The transfer fee is calculated as a percentage of the original booking value.  The percentage is determined by the duration between the request for a transfer and the first day of the original booking as outlined in the table below.  Any prepayments made towards the original booking will be credited to the new booking.

Transfer Fees for transferring to a later date

0-6 days notice- 80% of original booking value

7-13 days notice- 50% of original booking value
14-27 days notice- 45% of original booking value
28-41 days notice- 40% of original booking value
42-56 days notice- 35% of original booking value
57-90 days notice- 30% of original booking value
91-111 days notice- 25% of original booking value
112-139 days notice- 20% of original booking value
140 days notice and over - 15% of original booking value