Terms & Conditions for Renting Willow Barn as a Holiday Let

Acceptance of both the T&Cs and the associated Policy document is a requirement for the booking to proceed. The Lead Guest is responsible for ensuring that anyone staying at or visiting the premises is fully aware of the T&Cs and abides by them.

This is a Holiday Let and as such is deemed an “excluded tenancy” under the Housing Act 1988. Guests/renters are entitled to occupy the property only for the dates agreed in writing. Acceptance of these T&Cs confirms that guests/renters understand that no Assured Shorthold Tenancy is being formed, and no Periodic Tenancy will start at the end of the letting period.

In these terms and conditions, ‘you’ and ‘your’ mean all people named on the booking form and in the holiday party. ‘We’, ‘us’ and ‘our’ mean Tim & Shauna Fenner, the owners of Willow Barn.

When you book Willow Barn, you are entering directly into a contract with the owners of the property. Reservations, whether made by telephone, in person, in writing or via the internet, are accepted by us on the following conditions.

1. CONTRACT OF HIRE

The hiring contract will be between you (the Hirer) and us (the Owners of the property) for which the booking is made, and shall be deemed to be made subject to these Conditions of Hire and governed by English law.

The Contract of Hire is not effective until we dispatch a written Booking Confirmation Email to the Hirer. This Booking Confirmation Email is our acceptance of your booking and the point at which a binding contract begins. The contract is for the hire of the property for holiday purposes only.

2. NO SMOKING

This is a NO SMOKING property. Visitors may not smoke anywhere inside the house. Cigarette ends must not be discarded anywhere in the grounds.

3. THE LEAD GUEST

The Lead Guest must be a responsible adult over the age of 21 and a member of the party occupying the property.

The information supplied at the time of booking must be accurate to the best of their knowledge, as it forms the basis of the rental agreement. Details must include the Lead Guest’s name, permanent address, date of birth, and the names of all guests staying (including ages of any children).

The Lead Guest agrees to take responsibility for all members of the party.

We reserve the right to refuse or revoke any bookings from parties that may, in our opinion and at our sole discretion, be unsuitable for our property. Any deliberately inaccurate, misleading or incomplete information may lead to forfeiture of deposit and/or rental payments and cancellation of the booking.

Once the booking form and initial payment are received, the Owner will issue a booking summary showing dates, rental amount, notes, and Terms & Conditions. A payment schedule will also be provided where applicable.

Payment of deposit and/or rental monies denotes acceptance of these Terms and Conditions.

Upon receipt of full payment and the security deposit, the Owner will provide full property details, including address, directions and entry codes.

The Owner reserves the right to cancel reservations due to unforeseen circumstances. No financial liability beyond the amount paid is accepted.

4. YOUR RESPONSIBILITIES

You are responsible for the property for the duration of your stay and must take reasonable care of it.

The property must be left clean and tidy at the end of the hire period and vacated by 10:00am on the day of departure.

If any party member has specific health or mobility needs, these must be disclosed at the time of booking.

5. RENTAL PAYMENT

A minimum 25% deposit is required to secure a direct booking. The balance is due 4 weeks before the rental start date unless otherwise agreed in writing. A receipt of deposit will be considered as an acceptance of our terms and conditions

Failure to meet the payment schedule may result in cancellation.

Bookings made within 4 weeks of arrival require full payment at the time of booking.

Payments are made via a secure link. A Booking Confirmation Email will be issued once payment and booking form are received.

Third-party bookings may follow different payment schedules and may include additional fees.

6. CANCELLATION BY CLIENT

For direct bookings, the cancellation date is the date we receive your notice.

Cancellation charges:

  • More than 4 weeks: Loss of deposit

  • Less than 4 weeks: Full cost

We will attempt to re-let the property. If successful, we will refund payments minus a £50 administration fee.

Third-party bookings follow the agent’s cancellation policy. Their fees may not be refundable.

We strongly recommend adequate travel insurance.

8. CONFIRMATION OF BOOKING

Once a booking is confirmed, the Hirer is responsible for the full quoted price. All details must be checked at the time of booking.

9. DAMAGE

All damages and breakages must be reported before the end of the stay. Costs are payable on demand and are not limited to the security deposit.

We reserve the right to charge for additional cleaning or excessive damage and may refuse future bookings.

We may enter the property if necessary for repairs or emergencies.

10. AMENITIES

Use of accommodation and amenities is at the user’s risk. We accept no responsibility for injury or loss of belongings.

11. PARTY NUMBERS

The maximum number of guests must not be exceeded. Only those listed on the booking may stay.

The Lead Guest must be over 21 and authorised to accept these conditions on behalf of all guests.

12. LITERATURE

We aim for accuracy but minor differences may occur. Facilities may occasionally be unavailable. We are not responsible for local service changes.

13. LEGAL

Disputes are governed by English law. Parties agree to attempt resolution through mediation or arbitration before litigation.

14. AVAILABILITY

If the property becomes unavailable due to circumstances beyond our control, we will refund all monies paid. No further liability is accepted.

15. COMPLAINT PROCEDURE

Complaints must be reported immediately during the stay. We cannot address issues after departure.

16. DATA PROTECTION

Your details will be retained for communication and marketing unless you request deletion. We do not share data with third parties.

17. OWNER RESPONSIBILITIES

The Owner will:

  • Communicate booking details and access information

  • Ensure the property is cleaned

  • Provide linen, towels, utilities and internet

  • Maintain safety checks and alarms

  • Address defects where possible

The Owner is not liable for service interruptions, weather-related issues, or circumstances beyond their control.

18. RENTERS’ AGREEMENT

18.1 Check-in / Check-out
Check-in: after 3pm
Check-out: by 10am
No early or late access without prior agreement.

18.2 Additional Guests
Only registered guests may stay. Additional guests require written permission and may incur charges.

18.3 Care of Property
Guests agree to:

  • Use utilities responsibly

  • Avoid noise after 10pm

  • Report and replace damages

  • Follow fire safety rules

  • Return furniture to original positions

  • Follow waste and recycling instructions

  • Leave the property tidy

  • Avoid illegal activity

18.4 Defects
Any defects must be reported immediately.

18.5 Injury or Loss
Tim & Shauna Fenner are not liable for personal injury or loss except where caused by negligence.

19. Coronavirus (Covid-19)

If government restrictions prevent your stay:

We will either:

  1. Move your booking to a future date (price adjusted accordingly), or

  2. Offer a full refund

This does not cover illness, self-isolation or quarantine. Travel insurance is recommended.

Contact Details
Email: 2willowgrove@gmail.com
Tel: 07737 668077 / 07952 021495