Terms and Conditions
Welcome to The Barn. We are delighted to offer our holiday property as a place for you to relax, unwind, and make lasting memories. These Terms and Conditions govern all bookings for stays at The Barn ("the Property") and they aim to ensure a seamless, enjoyable experience for all our guests by clarifying the responsibilities and expectations between us, the property owners, and you, our valued guest.
Please read this document carefully before confirming your booking as it forms a binding agreement between you and us. By proceeding with your reservation, you agree to comply with these Terms and Conditions. If you have any questions or require further clarification, please don’t hesitate to reach out to us at plasashpoolfarm@gmail.com.
Definitions
In these Terms and Conditions, the following definitions apply:
1.1. “Accommodation” refers to the holiday rental property known as The Barn, provided by us to you, the Guest, for the duration of the Booking.
1.2. “Booking” means the reservation made by the Guest for the Accommodation, subject to the Terms and Conditions herein.
1.3. “Booking Deposit” refers to the non-refundable payment of 25% of the total rental fee, required to secure the Booking.
1.4. “Cancellation” means the termination of the Booking by either the Guest or us, as permitted under the Cancellation Policy.
1.5. “Guest” refers to the individual making the Booking and any occupants authorised to stay in the Accommodation, as agreed at the time of the Booking.
1.6. “Property” means the premises known as The Barn, including all fixtures, fittings, and contents made available for the Guest’s use during their stay.
1.7. “Rental Fee” means the total charge payable by the Guest for the agreed stay, exclusive of the Security Deposit.
1.8. “Security Deposit” refers to the refundable deposit of £250, held to cover potential damages, excessive cleaning costs, or breach of the Terms and Conditions.
1.9. “Terms and Conditions” or “Agreement” refer to the contractual obligations and conditions set out in this document, which form the basis of the relationship between the Owner and the Guest for the duration of the Booking.
Contract Formation
2.1. A binding contract between you and us for the rental of The Barn ("the Property") is formed only when the following conditions have been met:
2.1.1. You have made a booking request via our website, on an authorised booking platform, or through a direct email to plasashpoolfarm@gmail.com.
2.1.2. We have confirmed your booking in writing, either by email or through the authorised booking platform, specifying the booking dates, total rental fee, and any additional applicable charges.
2.1.3. We have received the non-refundable Booking Deposit from you, which constitutes 25% of the total rental fee.
2.2. These Terms and Conditions apply to you and all individuals who will occupy the Property during the booking period. By confirming the booking, you accept these Terms and Conditions on behalf of all occupants.
2.3. If the Booking Deposit or the balance of the Rental Fee is not received by the specified due dates, we reserve the right to cancel the booking, in which case any payments made may be subject to the terms outlined in the Cancellation Policy.
Booking and Payment
3.1. To secure a booking, you must submit a reservation request through our website, on an authorised booking platform or via a direct email to plasashpoolfarm@gmail.com. Upon receiving your request, you will be required to pay a non-refundable Booking Deposit of 25% of the total rental fee. The booking confirmation, which will include the booking dates, total rental fee, payment schedule, and any applicable security deposit requirements, will be sent to you only after the Booking Deposit has been received. Payment can be made via the website, the authorised booking platform, or by direct bank transfer.
3.2. The remaining balance of the rental fee is due 70 days before the arrival date. A reminder of the balance due will be sent to you approximately two weeks prior to the final payment deadline. If the booking is made within 70 days of the arrival date, the full rental fee will be required at the time of booking.
3.3. Failure to pay the balance of the rental fee and Security Deposit by the due date may result in the automatic cancellation of your booking. In this event, the Booking Deposit is non-refundable, and cancellation charges as set out in the Cancellation Policy may apply. If extenuating circumstances affect your ability to make the final payment on time, please contact us at plasashpoolfarm@gmail.com as soon as possible. We may, at our discretion, offer an extended payment period, subject to availability and demand for the Property.
3.4. We accept payments by debit or credit card through secure online payment channels, as well as any other methods specified in the booking confirmation, including Bank Transfer. All payment details are provided at the time of booking to ensure a smooth transaction process.
3.5. All payments are to be made in GBP (£) as specified. We are not VAT registered, so no VAT is charged on the rental fee.
3.6. Upon receipt of the Booking Deposit and the final balance payment, we will send a confirmation of payment to your registered email. This confirmation serves as a receipt for your records and verifies that your booking is secured.
3.7. We reserve the right to refuse any booking for any reason whatsoever, at our sole discretion. This may include, but is not limited to, concerns about the suitability of the Property for the guest, past behaviour of the guest, or any other reason deemed necessary to protect the Property or the safety and well-being of all parties involved. In the event we refuse a booking, any payments made will be refunded in full, and no further liability will be incurred by us.
Security Deposit
4.1. A refundable security deposit of £250 is required to cover potential damage or additional cleaning costs if the Property is left in an unsatisfactory condition.
4.2. The Security Deposit will be taken 3 days before arrival.
4.3. The security deposit will be refunded within 3 days of departure, provided that no deductions are required for repairs, replacements, or additional cleaning, but it may take up to 7-10 working days to reach your account.
4.4. Any deductions will be itemised and communicated to the guest.
Cancellation Policy
5.1. All cancellation requests must be submitted in writing via email to plasashpoolfarm@gmail.com.
5.2. Cancellation charges will be as follows;
5.2.1. More than 70 days before arrival: Only the 25% Booking Deposit is forfeited. No additional cancellation charges apply.
5.2.2. Between 70 and 35 days before arrival: 50% of the total rental fee will be charged as a cancellation fee. If the balance has already been paid, 50% of the rental fee will be refunded.
5.2.3. Less than 35 days before arrival: 100% of the total rental fee is non-refundable.
5.3. If you fail to arrive on the scheduled date without notice ("no-show") or depart early during your stay, the entire rental fee will be retained, and no refund will be issued.
5.4. In rare circumstances where we must cancel your booking due to reasons outside our control (e.g. essential repairs, safety concerns), we will notify you as soon as possible. If we must cancel, a full refund of all amounts paid (including the Booking Deposit and any balance paid) will be issued. We will not be liable for any additional costs, losses, or expenses you incur due to our cancellation. This includes but is not limited to travel costs, reservation fees with other accommodations, or other consequential losses.
Arrival and Departure
6.1. Check-in time is from 4:00 pm on the arrival date, and check-out is by 10:00 am on the departure date. Late check-out requests may be accommodated at the Owner's discretion but are subject to availability and shall incur an additional fee.
Property Use
7.1. The Barn is provided solely for holiday accommodation and organised events held by professionals (such as yoga/meditation/therapy/art/wellbeing retreats and corporate bonding weekends) but is not to be used for any illegal activities. Only the number of guests specified in the booking confirmation may occupy the Property. Any additional occupants are not permitted without prior written approval from us.
7.2. You are responsible for maintaining the Property in a reasonable state of cleanliness and order during your stay. This includes disposing of rubbish in the appropriate bins provided and leaving the Property in the condition it was upon arrival. Any excessive cleaning required after departure may result in deductions from the Security Deposit.
7.3. You agree to respect the surrounding environment, including any neighbouring properties, by keeping noise to a minimum, particularly during night-time hours (10:00 pm to 8:00 am), to avoid disturbing others.
7.4. Smoking inside the Property is strictly prohibited. Smoking is only permitted outside the Property. This includes all forms of smoking, including vaping. It is essential that any cigarettes, vape products, or related items are disposed of safely in the appropriate bin bag for refuse, and not left loose around the Property. Failure to adhere to these rules, particularly smoking indoors, will result in the forfeiture of the full Security Deposit, as smoking inside not only breaches this agreement but also introduces an additional safety hazard. Evidence of indoor smoking will incur additional cleaning charges.
7.5. Pets are not permitted on the Property under any circumstances. Bringing pets onto the premises may lead to the immediate termination of your stay and forfeiture of all payments, including the Security Deposit.
7.6. Gatherings in excess of more than 12 guests are not permitted without prior written consent. If you wish to have extra guests during your stay, permission to do so must be requested and agreed upon via email to plasashpoolfarm@gmail.com. Engaging in any unauthorised usage of the Property may result in the immediate termination of your booking, along with additional charges for any damages or extra cleaning required. We kindly ask that you respect these rules to ensure a pleasant stay for all guests and to maintain the integrity of the Property.
7.7. You agree to take care of the Property and promptly report any damage, breakages, or maintenance issues to us at plasashpoolfarm@gmail.com. Any damage beyond reasonable wear and tear may be deducted from the Security Deposit. You must not attempt any repairs yourself. Should urgent repairs be required, please contact us immediately to arrange for the necessary service or maintenance.
7.8. The Property is equipped with utilities and standard household appliances, which we expect you to use responsibly. Please turn off lights, heating, and appliances when not in use, particularly when leaving the Property for an extended period. Misuse or damage to utilities or appliances resulting from improper use may result in additional charges.
7.9. We reserve the right to terminate your stay without refund if you or any of your party violate any of the above conditions or engage in unlawful or disruptive behaviour that impacts the Property, neighbours, or local community. In such cases, the Security Deposit and any fees paid may be retained to cover costs incurred due to the breach. Additionally, we ask that you ensure all windows are closed and doors securely locked when not in use, particularly when leaving the Property. On days where rain is expected, please ensure that any outdoor furniture cushions are stored in the nearest trunks on the decking to protect them from damage.
Right of Entry
8.1. We or our authorised representatives reserve the right to enter the Property during the Rental Period under the following circumstances:
8.1.1. To inspect the Property for damage, cleanliness, or any other reason deemed necessary for the proper upkeep of the Property.
8.1.2. To carry out urgent maintenance or repairs that are necessary for the safety, security, or proper functioning of the Property.
8.1.3. To comply with any legal or regulatory requirements, or if required by law enforcement or local authorities.
8.2. Except in the case of an emergency, we will provide you with reasonable notice prior to entering the Property. We will make every effort to give at least 6 hours' notice before entry. Such notice will generally be provided by email or telephone, detailing the reason for entry and the proposed time. In the case of an emergency, such as a fire, flood, significant damage to the Property, or any other emergency concern, we may enter the Property without notice to ensure your safety or to prevent further damage.
8.3. We expect you to cooperate with us and our representatives when we exercise our right of entry. While we aim to cause minimal disruption to your stay, access may be required during your occupancy for essential purposes.
Retreat Host Insurance and Liability (This is not applicable for regular holiday let bookings, i.e. family and friend gatherings.)
9.1. For retreats, the retreat host is responsible for the wellbeing of their guests throughout the duration of their stay. If you are hosting a retreat, for example: A Yoga And Meditation Retreat, we require that you, as the retreat host, have comprehensive retreat and teacher insurance to cover all aspects of your retreat, including but not limited to personal injury, accidents, and any incidents that may arise in connection with the use of the Property, the woodland, and the pond. This includes any activities undertaken by your guests, whether within the Property or in the surrounding grounds, and specifically if you opt to add the use of the woodland and pond as an extra during your stay.
9.2. Please be aware that by choosing to use the woodland and pond, you and your guests assume full responsibility for your actions and any associated risks. We are not liable for any accidents, injuries, or damages that occur, including but not limited to falls from trees, accidents in the pond, or any other incidents related to the use of these areas. We ask that all activities be conducted in a sensible and safe manner, with full respect for the natural wildlife and habitat.
9.3. You must ensure that your guests are fully informed of these terms and take all necessary precautions while engaging in outdoor activities. By booking the Property, you confirm that you hold appropriate insurance coverage and accept responsibility for your guests' safety and wellbeing throughout the retreat.
Liability and Indemnity
10.1. To the fullest extent permitted by law, we (the Owner) shall not be liable for any loss, injury, damage, or expense, whether direct or indirect, incurred by you (the Guest) or any member of your party during the Rental Period. This includes, but is not limited to, injury, death, or loss of property resulting from accidents, mishaps, or any circumstances occurring on or around the Property.
10.2. Our liability shall not exceed the total amount paid by you for the rental of the Property, excluding any additional charges, fees, or costs associated with the booking.
10.3. Nothing in these Terms and Conditions shall limit or exclude our liability for death or personal injury caused by our negligence, fraud, or any other matter in which liability cannot be excluded or limited under applicable UK law.
10.4. You agree to indemnify and hold us harmless from any and all claims, demands, actions, or proceedings (including reasonable legal fees) brought against us in relation to your use of the Property during the Rental Period, including any damage to the Property, injury, or loss of property suffered by you or any of your guests, or any violation of these Terms and Conditions.
10.5. This indemnity applies whether the claim, loss, or damage arises from your own actions or the actions of any member of your party, and includes any claims for personal injury, damage, or loss of property.
10.6. We shall not be liable for any services provided by third-party providers or agents, including but not limited to, transport, activity providers, or suppliers of additional services (such as catering, entertainment or therapies), even if they are recommended by us.
10.7. We shall not be liable for any failure to perform our obligations under these Terms and Conditions if such failure is caused by events beyond our control, including, but not limited to, natural disasters, weather conditions, civil disturbances, or government-imposed restrictions.
10.8. We strongly recommend that you take out comprehensive travel insurance, including coverage for personal injury, cancellation, medical emergencies, loss or damage to property, and any risks arising from adverse weather conditions during your stay. You acknowledge that you are solely responsible for obtaining appropriate insurance coverage for yourself and your party to protect against any such risks.
Data Protection
11.1. In order to process your booking, provide the services related to your stay, and communicate with you, we collect personal data. This may include your name, address, email address, telephone number, payment details, and other information relevant to your booking. We do not collect or process any special categories of personal data (such as health information or biometric data), and we do not have CCTV on the Property.
11.2. For the purposes of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), we (the Owner) are the Data Controller of your personal data. This means that we determine the purposes and means of processing your personal data. If you have any questions or concerns about how your data is being processed, or wish to exercise any of your data protection rights, you can contact us at plasashpoolfarm@gmail.com.
11.3. The personal data we collect is used solely for the purpose of facilitating your booking, processing payments, managing your stay at The Barn, and complying with any legal obligations we may have (e.g., tax reporting or guest registration requirements). We will not use your data for marketing purposes unless you have explicitly consented to this.
11.4. We process your personal data based on the following lawful grounds:
11.4.1. Contractual necessity: To perform our contractual obligations in relation to your booking and stay.
11.4.2. Legal obligations: To comply with any legal requirements (e.g., tax laws, guest registration).
11.4.3. Legitimate interests: For the purpose of managing and maintaining the Property and ensuring the safety and security of our guests.
11.5. We will not share your personal data with third parties unless:
11.5.1. It is necessary for the performance of our contract with you (e.g., payment processors, booking platforms).
11.5.2. We are required to do so by law or to protect the rights, property, or safety of us, our guests, or others.
11.6. We will retain your personal data for no longer than is necessary for the purposes for which it was collected, or as required by law. Typically, we will keep your data for a period of 6 years for tax and legal purposes, after which it will be securely deleted.
11.7. We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. While we have safeguards in place, please note that no method of data transmission or storage can be guaranteed to be 100% secure.
11.8. You have the following rights under data protection law:
11.8.1. Access: You can request a copy of the personal data we hold about you.
11.8.2. Rectification: You can ask us to correct any inaccuracies in your personal data.
11.8.3. Erasure: You can request the deletion of your personal data, subject to certain legal limitations.
11.8.4. Restriction: You can ask us to restrict the processing of your personal data in certain circumstances.
11.8.5. Data Portability: You can request your personal data in a machine-readable format to transfer to another service provider.
11.8.6. Objection: You can object to the processing of your personal data for specific purposes, including direct marketing.
11.8.7. Withdrawal of Consent: If you have consented to the processing of your data, you may withdraw that consent at any time.
11.9. If you wish to exercise any of these rights, please contact us at plasashpoolfarm@gmail.com.
11.10. If you believe that we have not handled your personal data in accordance with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK's supervisory authority for data protection matters.
Miscellaneous
12.1. Governing Law and Jurisdiction: These Terms and Conditions shall be governed by, and construed in accordance with, the laws of England and Wales. Any dispute, claim, or matter arising from or in connection with these Terms and Conditions, including any non-contractual obligations, shall be subject to the exclusive jurisdiction of the courts of England and Wales.
12.2. Severability: If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable by a court or other competent authority, such provision shall be deemed modified or removed to the extent necessary to make it enforceable, without affecting the validity and enforceability of the remaining provisions of these Terms and Conditions.
12.3. Entire Agreement: These Terms and Conditions, together with any documents referenced herein, constitute the entire agreement between the parties in relation to the rental of The Barn. Any previous agreements, representations, or warranties, whether oral or written, are superseded by these Terms and Conditions.
12.4. No Waiver: No waiver by us of any breach of these Terms and Conditions shall be considered a waiver of any subsequent breach or default. Any failure by us to enforce any provision of these Terms and Conditions shall not be deemed a waiver of our right to do so in the future.
12.5. Assignment: You may not assign, transfer, or sublet any part of your rights or obligations under these Terms and Conditions without our prior written consent. We reserve the right to assign or transfer our rights and obligations to any third party at our discretion.
12.6. Headings: The headings used in these Terms and Conditions are for convenience only and shall not affect the interpretation of the provisions.
12.7. Third-Party Rights: Except as expressly provided in these Terms and Conditions, nothing in this agreement shall confer any rights or benefits on any third party or shall be enforceable by any third party under the Contracts (Rights of Third Parties) Act 1999.