Terms & Conditions

Booking Terms and Conditions of Stay

By making any Booking to stay with us you agree to accept the following Booking Terms and Conditions of Stay.

Booking Terms

1. Bookings

  • Bookings are made when we have confirmed your reservation and received an agreed payment as a deposit within 3 days of your booking request. Should the deposit not be received within 3 days we shall assume you no longer wish to book and will release your dates. Payment to be made by bank transfer or online via our website www.hottubonthehill.wales.
  • Bookings may also be made via an Agent under their own Booking Terms but will be subject to our Conditions of Stay.

2. Payments

  • A booking fee of 25% of the total cost is payable at the time of Booking. This fee is deducted from the cost of your stay with us.
  • The full cost of the stay less the booking fee is due 6 weeks before arrival at the latest.

3. Damage Deposit

  • A refundable damage deposit of £200 is payable by you at least 1 week before arrival via bank transfer. This sum will be held until a max of 3 days after your departure. This will then be refunded to you by bank transfer subject to any appropriate deduction for unreasonable damage caused to the holiday accommodation.

4. Prices

  • The price includes linen, towels, energy, water, exclusive hot tub use and an initial basket of logs for the log burner fire.
  • You may be, at our discretion, subject to additional charges in the event of breaches of these Booking Terms and Conditions of Stay.

5. Availability

  • In the event that we need to close the holiday accommodation for whatever reason prior to your arrival we will offer you a holiday deferment or a credit note or a full refund. If we need to close the holiday accommodation during your stay, we will refund you the pro-rata rate for the period remaining.
  • We will not be liable for any other costs whatsoever arising from this action.

6. Arrival and departure

  • Check-in times are between 16.00-22.00; Checkout time is 11.00am. Under normal circumstances times outside of these may be agreed with us prior to arrival but cannot be guaranteed.
  • A late check-out for whatever reason, unless previously agreed, will be subject to an extra charge if this affects the servicing of the holiday accommodation or the arriving guest.
  • In the event you may not be able to vacate the holiday accommodation and we agree you can stay, you will be liable for the full costs of the normal booking periods for the property and you will indemnify us for losses arising from claims from guests with bookings for the holiday accommodation that need to be cancelled or amended.

7. Cancellations and Amendments

  • To amend or cancel your Booking, call us on 07754 741567 or message or email us.
  • In the event that a government national or regional lockdown prevents your holiday from proceeding, we will provide a full 100% refund to you of monies paid or you may defer your holiday date subject to availability and any price difference.
  • However, it is strongly advised that you have adequate travel insurance for other/unexpected events that could affect your holiday including illness, quarantine or self-isolation requirements.
  • If you cancel your booking before 6 weeks of your arrival date we will refund any payments made.
  • If you wish to amend your booking before 6 weeks we will normally allow deferment within 12 months of the original booking date, subject to availability and any price change. Any payments made will be held as part payment for that stay.
  • If you cancel or amend your confirmed booking within 6 weeks of the arrival date we will try and re-let the accommodation. Whatever the outcome we will normally charge for any losses arising from the cancellation up to the full value of the original booking.
  • Bookings through our Agent will be subject to their own cancellation conditions.
  • A cancellation admin fee of £20 will be applied and deducted from monies paid by you prior to any refund.

8. Our right to terminate your stay

  • We reserve the right to terminate your stay without being liable for any refund or compensation where you engage in what we consider as unacceptable behaviour that causes a disturbance or nuisance to us, our neighbours or other guests; or you breach any Booking Conditions or Conditions of Stay.

9. Liability

  • Our total liability to you is limited to the value of the Booking and, to the fullest extent permitted by law, all warranties are excluded and in no circumstances will we be responsible for any indirect or special damages.
  • You agree that no responsibility rests with the owners for accidental damage to members of your group, your property or your pets whilst within the holiday accommodation or grounds, or engaged in any activity thereon, or for any illness or injury arising from whatever cause. The holiday accommodation and grounds are not allergen free and therefore no liability can be accepted by the owners for any allergic reactions within your group/pets howsoever arising.
  • We do not accept liability for any accident or loss from your car while on our premises, or the loss of valuables while left in the holiday accommodation.
  • We will not be liable for failure to perform to the extent that the failure is caused by any factor beyond our reasonable control.
  • You are responsible for any damage or loss caused to us or our property by your act, omission, default or neglect and you agree to indemnify us and to pay us on demand the amount reasonably required to make good or remedy any such damage or loss. For clarification this includes damage other than normal wear and tear and also includes damage to mattresses and any extra cleaning due to failure to comply with the Conditions of Stay.

Conditions of Stay
These conditions of any stay with us are applicable to all guests, whether the booking is made direct with us or through an Agent. We have the following general conditions of stay to enhance the comfort and wellbeing of all our guests.

  1. Only those persons named on the booking form may occupy the holiday accommodation or use the premises/facilities.
  2. You agree that you and members of your group will use the holiday accommodation for the booked period only and for no other purpose.
  3. There is STRICTLY no smoking while inside the holiday accommodation at any time. We will terminate your booking without notice and without being liable for any refund or compensation and we will charge a special cleaning surcharge of £100 if you smoke while you are anywhere inside the cottage or there is a smell of smoke inside the cottage on your departure.
  4. Please do not use fireworks or make other loud noises as there are horses and cattle in our neighbouring fields. Please always ensure you close the gate from the public lane to the farm track.
  5. You are welcome to roam and explore within our grounds at your own risk. Please wear suitable clothing and footwear.
  6. You are not permitted to enter any other buildings/work or store areas within the boundaries of our grounds.
  7. We accept one clean housetrained and well behaved adult dog subject to our Dog Rules (more by prior agreement only) – See Dog Policy below.
  8. The quiet and peaceful ambiance of our properties are very important to us and our neighbours and therefore guests must not make any what we deem as unreasonable noise in particular between 22.00 and 08.00.
  9. The holiday accommodation must be left clean and tidy. Any requirement for additional and unreasonable cleaning will be charged extra.
  10. Food must be removed and disposed of into the general, recycling and food bins provided as detailed above.
  11. Any breakages or damage should be reported to the owners at the earliest possible time allowing alternatives to be purchased or repairs made prior to the arrival of subsequent guests. This may be charged at cost, at our discretion.
  12. There is free parking available. No commercial or camper vans are allowed.

Dog Policy

  1. We will welcome one well behaved, housetrained adult dog (more only by prior agreement). We do not accept puppies or dogs that are not house trained. Please advise us at the time of booking that you wish to bring your dog, the type and size.
  2. Dogs must be kept under your control at all times while in the property and grounds. Please do not allow your dogs to harass any farm animals in our neighbour’s adjoining fields. Definitely DO NOT allow your dog to go into adjacent fields with farm animals. Your dog may get seriously injured or cause injury to panicked farm animals for which you, as owner, will be liable for. If in any doubt about your dog’s behaviour, please keep it on a lead at all times.
  3. Please clear up any fouling of outside areas promptly. Any ‘accidents’ inside on hard floors should be thoroughly cleaned. If carpets are soiled you should advise us immediately so that we can use a carpet cleaner to remove.
  4. Please bring the dog’s food bowls and bed, cage or basket for sleeping in.
  5. Please do not leave your dog unattended in the holiday accommodation or elsewhere at any time.
  6. Please do not allow your dog onto any bed.
  7. We prefer that dogs are not allowed on the furniture, however if you do so, please ensure that you place the throw we provide (or bring your own throws) underneath the dog.
  8. Please ensure that your dog is clean and free from parasites and fleas before it occupies the property.
  9. After wet/muddy walks, please wash and towel dry your dog outside the property before entry.

Covid Policy – Special Conditions Relating to Corona Virus
During the period of Government special measures relating to regulating the spread of Corona Virus the following conditions of staying with us will apply to all guests, until we deem it appropriate to vary, based on Government guidance.

  1. Any guest suffering from Covid-19 within 10 days of your arrival date must not travel to our accommodation and should inform us immediately – you should ensure you have appropriate travel insurance to cover such incidents. We will not be liable for any costs or claims whatsoever from this situation.
  2. All guests will immediately inform us and return home to self-isolate if, during their stay:
    • They exhibit symptoms of Covid-19 or They test positive for Covid-19 or…
    • They are informed that they have been in contact with a person who has tested positive for Covid-19 either informally or via the NHS Track and Trace system.
    • In an exceptional circumstance and with our agreement only, guests who cannot immediately return home and stay in their holiday accommodation to self-isolate will be responsible for all normal charges and costs for the holiday accommodation and any loss of income incurred by us. They must also comply with the following:
      • All guests must stay in their property and not visit any public spaces
      • Guests must use local food delivery services only and advise them of their condition.
      • All communications and checkout must be remote
      • There will be no property servicing or repairs unless in an emergency
      • Rubbish must be placed outside the front door at a prearranged time
      • There must be no outside visitors to the holiday accommodation other than medical personnel.
      • Guests must remotely contact us prior to checking out to provide an update on their condition.
    • We will not be liable for any costs or claims whatsoever arising from any of these actions.
  3. All guests must inform us if, within 14 days of their return home:
    • They exhibit symptoms of Covid-19 or they test positive for Covid-19 or…
    • They are informed that they have been in contact with a person who has tested positive for Covid-19 either informally or via the NHS Track and Trace system
  4. In the event that we have a confirmed or suspected case of Covid-19 in a holiday accommodation then a special cleaning regime will be initiated after those guests leave. This may affect the arrival date of the next guests.
    • Under these circumstances we may defer, at our discretion, the start date of your stay by up to typically (but not limited to) 24 hours to initiate a special cleaning regime to ensure we minimise the risk to you.
      • We will refund pro-rata for any nights lost from your holiday.
      • In the event that you will lose a reasonably substantial part of your stay then we will offer a credit note valid for one year for a stay on an alternative available date.
    • We will not be liable for any other costs or claims whatsoever arising from these actions.
  5. Housekeeping
    To reduce the risk of transmission of viruses to us, our family and staff:
    • All linen and towels must be left in the bath prior to departure.
    • Food must be removed and your waste is to be left within the general waste, recycling and food bins provided. Please clean and leave any glass waste separately as we will take these items to the local recycling centre. DO NOT PLACE GLASS ITEMS WITHIN ANY RUBBISH/RECYCLING BAGS. If your stay includes a Sunday, please place all bagged rubbish/recycling/food waste outside the front door so we can ensure collection by the waste disposal service.
    • There will be no interim servicing of the accommodation
    • No maintenance will be undertaken within the property while guests are staying unless it is deemed by us as essential or an emergency

Electric Vehicles:
Please note that we do not have an EV charger point installed and we cannot allow EV charging cables to be plugged into our domestic electricity sockets as this invalidates our insurance. Therefore, it is not permitted for you to charge any Electric Vehicle at our premises. There is a Fast Charge facility available at our nearest fuelling garage on the A40 towards Carmarthen which is approx. 20 mins away. There are also various other charging points within the local area – locations can be accessed via the internet or please ask.

Hot Tub Conditions of Use
You agree on behalf of yourself and ALL members of your booking to the conditions of Hot Tub use as supplied in the separate document “Hot Tub Safety Document” attached and which must be signed and returned to us prior to your arrival date in order to gain access to the Hot Tub during your stay.

If we are unable to provide the hot tub service during your stay for reasons beyond our control (eg. extended power cut, etc), then we shall refund you £25.00 for each full 24 hour period of your stay affected. Such events will not give rise to cancellation or refunds.

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