Updated Terms & Conditions Update Jan 2020.
Booking Conditions Contract for Alkington Grange Barns 2020/2021.
In these booking conditions, 'you' and 'your' means all people named on the booking form (including anyone who is added or replaced, at a later date). 'We', 'us' and ‘our’ means Alkington Grange Barns, Alkington, Whitchurch, Shropshire SY13 3NH.
Before booking through us, please read these conditions carefully and all the other information relevant to your booking, including:
The property rental conditions (which means all information in any specific conditions or restrictions set out in the brochure or website description of your chosen property or properties); You have booked your Holiday cottage directly with us, which means we retain all paperwork and information. This will NOT be passed on to any other persons.
All bookings depend on the property being available. You as the person in charge of the party (the party leader) must be at least 18 years old at the time of booking. All other members of the party must authorise you to make the booking on the basis of these conditions. By making the booking, you confirm that you are authorised to make the booking and that all other members of the party agree that the booking will be governed by these conditions. You are responsible for making all payments due to us.
As long as the property is available, and we have received all the relevant payments, we will give you written confirmation (see below) as soon as reasonably possible. This confirmation will show your booking details and the amount you still owe for the booking (unless payment has been completed already) Your binding contract with us will begin when we issue the final receipt of payment. For bookings made within 14 days of the departure date, you will have a binding contract with us when we give spoken or email confirmation of your booking
It is your responsibility to check your emails regularly and to let us know about any change to your email address.
We have the right to refuse any booking before we send you your written confirmation. If we do this, we will tell you in writing and promptly refund any money that you have paid to us. In this case, neither we will have any legal responsibility to you.
As soon as you receive your confirmation, you must check the details carefully. If anything is not correct, you should tell us immediately.
When you book, you should pay the deposit amount due (plus any insurance premiums you have to pay) by sending us a cheque or bank transfer (We only accept payment in pounds sterling.) We must then receive the rest of the money owed as per your payment plan stated on your receipt from Alkington Grange Barns, before the start of your holiday. For any accommodation booked less than two weeks before your intended stay, you must pay for the booking in full by cheque or by bank transfer, at the time of booking.
If you do not pay any payment due in relation to your booking by the appropriate date, we are entitled to assume that you want to cancel your booking. In this case, we will be entitled to keep all deposits paid or due at that date.
We may increase or reduce the prices of unsold products and services or correct mistakes in pricing at any time before we confirm your trip. We will confirm the price of your booking when you make it. As changes and mistakes can happen, you must check all details at the time of booking.
All prices quoted or otherwise given to you include all charges and any UK taxes or government charges which may apply to your booking at the time it is made.
We can pass on to you, in full, after we have confirmed your booking, all costs or charges the owner makes to us which are connected with your accommodation, including any price increases due to changes in the rates of currency.
All prices are for the property and are not on a per person basis.
4 Offers with a low deposit
Occasionally, we make offers giving you the chance to book properties with either no deposit or a deposit which is lower than usual. We will give you details of any extra terms that may apply to the offer before, or when you make your booking. You should read these with these booking conditions. If you book a property with either no deposit or one which is lower than usual, you also agree to pay the difference between the amount paid and the usual deposit, plus any booking fee and any travel insurance premiums due, either at the time the balance of your booking is due or, if you cancel, at the time you cancel the booking. If you cancel, you must also pay all other cancellation charges which may apply. Please see section 6 for details on cancellations. You will still have to pay any travel insurance premiums at the time of booking, if this is something you have chosen. We can also decide to extend any offer.
5 Website details
We aim to make sure that the information provided by us is presented accurately on our website and other promotional literature or material we produce and provide. There may be small differences between the actual property and its description. Occasionally, problems mean that some facilities or services are not available or may be restricted. If this happens, we will tell you as soon as reasonably practical after we become aware of the situation. We cannot accept responsibility for any changes or closures to local services or attractions mentioned on the website. We make reasonable efforts to make sure that information we give you about your property and its facilities or services, as well as advertised travel and other services, is accurate and complete on the date given. We cannot accept responsibility for any inaccurate, incomplete, or misleading information about any property or its facilities and services, unless this was caused by our negligence.
6 If you change or cancel your booking
If you want to change any detail of your confirmed booking, we will do our best to make the changes. However, we must receive your notice in writing or by email to firstname.lastname@example.org . Also, we cannot guarantee that we will be able to meet your request. We will charge for any amendment at the current price, which may be different from the price in the website from which you booked your chosen arrangements. We may treat changes to your dates or accommodation as a cancellation of the original booking and so you will have to pay cancellation charges.
b Full cancellations if you have to, or want to, cancel your booking, you must phone us on 01948 880002 as soon as possible. The day we receive your notice by phone to cancel is the date on which we will cancel your booking.
Depending on your reason for cancellation, you may receive a refund authorised by us. We will keep a cancellation administration fee of £50.
The conditions for getting a refund referred to above only apply if the cancellation applies to all members of your party. All prices are for the whole property and not on a per person basis.
We will ask you to fill in a booking cancellation form which may need signing by a medical practitioner or employer. In this case, we may need you to give us more information from other people (we will tell you at the time).
This means that if you have paid the balance of your total booking cost and then have to, or want to, cancel, you may receive a refund of part of the cost. However, if you have not paid your total booking cost, by the time of your cancellation, you may have to make a further payment to cover the cancellation charge. For the purpose of the table below, accommodation cost means the total cost of the accommodation booking, including any extra items. You will still have to pay any administration fees for making any changes.
Cancellation charges are calculated by the number of days before the start date of your trip that we receive your notice to cancel:
1)From the start of your confirmed booking and up to 71 Days prior to your arrival is
Full deposit (including any balance of the deposit due plus administration fees, credit card charges)
2) 29 to 70 days prior to your arrival is
50% of the accommodation cost or full deposit (including any balance of deposit due), whichever is greater.
3) 15 to 28 days prior to your arrival is
85% of accommodation cost
4) 14 days or less prior to your arrival is
Full accommodation cost
If you live outside the UK and have booked through a local agent, the term accommodation cost in the above cancellation charges table means the amount paid by your local agent to us after taking off any booking fees, insurance premiums and any administration charge paid to us for making any change.
7 Cancellations or changes by the owner
We do not expect to have to make any changes to your booking. However, sometimes problems happen, and bookings have to be changed or cancelled or mistakes in brochures or other details corrected. We have the right to do this. If we need to do this, we will contact you (by phone if reasonably possible in the case of a significant change or cancellation – we will let you know about minor changes by email) as soon as is reasonably practical. We will explain what has happened and let you know about the cancellation or change.
8 Events beyond our control
Unless we say otherwise in these booking conditions, unfortunately we will not be legally responsible for any compensation if we are prevented from carrying out our responsibilities under this contract as a result of events beyond our control. This means an event we or could not, even with all due care, expect or avoid, including but not limited to:
strike ●lock-out or labour dispute ●natural disaster ●acts of terrorism, war, riot or civil commotion ●malicious damage ●keeping to any law or governmental order, rule, regulation or direction ●accident ●breakdown of equipment or machinery ●the breakdown of WIFI, due to our rural location it is beyond our personal control ● fire, flood, snow or storm ●difficulty or increased cost in getting workers, goods or transport; and other circumstances affecting the supply of goods or services.
9 Our legal responsibility to you
If you have any complaints about any services’ we provide you must let us know immediately in person or after leaving the premises in writing and in any event within seven days of the end of any arrangements booked through us. We regret we cannot accept any legal responsibility if you do not let us know. We do not exclude or limit what we will be legally responsible for if death or personal injury is caused as a result of our negligence or that of our employees, or for any criminal act we may commit.
We cannot be held responsible for noise or disturbance which comes from beyond the boundaries of the property or which is beyond our control.
We cannot be held responsible for the breakdown of mechanical equipment such as pumps, boilers, nor for the failure of public utilities such as water, gas and electricity, WIFI or phone, mobile or otherwise, these are all beyond our personal control.
We recommend that you take out enough travel insurance to cover you for your total stay.
11 Disabilities and medical problems
If you or any member of your party has any medical problem or disability that may affect your booking, please tell us before you confirm your booking and give us full details in writing as early as possible before you travel. If we reasonably feel unable to properly meet that person’s particular needs, we can refuse or cancel the reservation.
12 Your property
We have set the following conditions on your stay at the property. You can arrive at the property at any time after 4pm (unless we tell you otherwise, for example on your confirmation) on the start date of your rental period. You must leave by 10am on the last day. If your arrival will be delayed beyond 8pm on the start date of your rental period, you must contact us on 01948 880002. If you fail to do so, you may not be able to get into the property. If you fail to arrive by 12 noon on the day after the start date of your rental period and you do not let us know you are arriving late, we may treat your booking as having been cancelled by you. In this situation, we will not refund any money you have paid.
You will need to pay a security Good Housekeeping deposit of £150 five days before your arrival into our bank account. We will refund the security deposit after your property has been cleaned at the end of your rental period within 10 days of your departure (less any costs for breakages, damage and so on, if it applies).
You and all members of your party agree to keep the property clean and tidy, to leave the property in a similar condition as you found it when you arrived, and to behave in a way at all times while at the property which does not break any law. You and all members of your party also agree not to use the property for any illegal or commercial purpose, including subletting it or otherwise allowing anyone to stay in it who we have not previously accepted on behalf of us. You are responsible to us for the actual costs of any breakage or damage in or to the property - along with any extra costs that may result - which are caused by you or any members of your party. We can ask for an extra payment from you to cover any related costs.
We can refuse to allow you into the property or ask you to leave if we reasonably believe you or any member of your party behaving illegally, or that any damage is likely to be caused, has been caused or is being caused by the behaviour of you or any members or your party. We will treat these circumstances as a cancellation by you. You also must not allow more people than the website states to stay in the property. And, you cannot significantly change the number of adults or children during your stay. (For example, if you book for two adults and two children, you cannot arrive with four adults and no children.) If you do any of these things, we can refuse to hand over the property to you, or can repossess it. If we do this, we will treat this as you are cancelling the booking. In these situations, you will not receive a refund of any money you have paid for your booking. And we will not be legally responsible to you as a result of this situation. (This will include, for example, any costs or expenses you have to pay due to not being able to stay in the property, such as the cost of finding other accommodation.) We are not under any obligation to find any alternative accommodation for you.
You must allow us (including workmen) access to the property at any reasonable time during your stay. You would get notice of this if it was needed (except in an emergency or if a problem needs sorting out quickly and you cannot be contacted in time. In these situations, then we can enter the property at any time without giving you notice).
Pets are not allowed unless we say so in the website. If you take a pet with you, it is not allowed on beds or furniture, or in any shared facilities. Do not leave any pets unattended in the property, and you must keep dogs on a lead when outside your property boundary. Registered guide and support dogs belonging to those with sight and hearing difficulties are allowed in all properties featured in our website, even if the property description says that pets are not allowed. If you or any member of the party has an allergy, we cannot guarantee that a registered guide or support dog has not stayed in your chosen property nor can we accept any legal responsibility for any suffering as a result of animals having been there.
13 Special requests
If you have any special requests, you must let us know when you make a booking and confirm them in writing. Although we will try to meet your requests, we cannot guarantee that any request will be met. Confirmation that we have noted a special request, or of the fact it is shown on your written confirmation or any other document, is not confirmation that the request will be met. If we fail to meet any special request, it will not mean we or they have broken your contract.
If you want to complain, we will want to take action to sort your complaint as soon as possible. Because the contract for your accommodation is between you and us, you should put any queries or concerns to us as soon as possible. It is essential that you contact us immediately if any problem arises so that it can be sorted out as quickly as possible. It is often extremely difficult (and sometimes impossible) to sort out difficulties properly unless we are told promptly. If you discuss the problem with us during your stay at the property, it can usually be sorted out straightaway. In particular, complaints which would only be temporary (for example, complaints on how the property has been prepared or the heating not working) cannot possibly be investigated unless registered during your stay. You can call 07792620482 or 07968447540 or 01948 880002 to contact us immediately this procedure to make sure we can sort out complaints as quickly as possible. Please help us to help you by following this procedure.
15 Passports, visas and health requirements
Unfortunately, we cannot accept any legal responsibility if you or any members of your party are refused entry onto any transport or into any country due to the failure on the part of the person concerned to carry or supply correct documents. If you, or any member of your party, are not a British citizen or hold a non-British passport, you must check passport and visa requirements with the embassy or consulate of the country or countries through which you are planning to travel. If you do not have the documents you need, and this results in fines, charges or other financial penalty made on us or any owner, you will be responsible for repaying them to us. The law allows us to ask to see any personal details, including passport numbers, if we need to do so.
16 Governing law
Any, dispute, claim or other matter which may arise in relation to your booking will be governed by English law and you must agree that any dispute will be dealt with by the courts of England and Wales.
17 Communicating with you
To process your booking, we will need to collect and process personal information, this will NOT be passed on to any other person and is only for our use alone.
Alkington Grange Barns are insured through the NFU Mutual, West View House, Whitchurch Road, Hatton Heath, CH3 9AU
Alkington Grange Barns
At Alkington Grange Barns we consider the privacy of our customers to be extremely important.
Alkington Grange Barns collects information/Personal Data about you when you book one of our Holiday Cottages, liaise with us to enquiry about booking one of our Holiday Cottages or request information about one of our Holiday Cottages.
Depending on the Services, customers may be asked for, as appropriate, name, email address, postal address, telephone numbers and bank details.
We will collect personal identification information from customers only if they voluntarily submit such information to us. Customers can always refuse to supply personal identification information.
We communicate with you either via post, e-mail or telephone and customers can choose which they prefer.
Why Do We Retain Personal Data?
We retain Personal Data for the least amount of time necessary to forfil our legal or regulatory obligations and for our business purposes.
How we process the information.
We may process your Personal Data for the following reasons:
To operate the Site and provide the Services, including to:
- Communicate with you about your booking/enquiry.
- To comply with our obligations and to enforce the terms and conditions of our Site, including to comply with all applicable laws and regulations.
- For our legitimate interests, including to: Enforce the terms of our Site and Services. Manage our everyday business needs.
How we protect your information.
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information.
Sharing your personal information.
We do not sell, trade, or rent customers personal identification information to others.
We may share information about you with other parties for business purposes or as permitted or required by law, including:
If we are required to do so to comply with a law, legal process or regulations.
To law enforcement authorities or other government officials, or other third parties pursuant to a subpoena, a court order or other legal process or requirements. If we believe, in our sole discretion, that the disclosure of Personal Data is necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity.
In case of payment disputes, claims, chargebacks we may be required to disclose information about you as requested to do so by payment providers and other authorities or parties.
To help assess and manage risk and prevent fraud against us, our customers and fraud involving our Site or use of our Services to parties that we plan to merge with or be acquired by; and to support our audit, compliance, and corporate governance functions.
Get in touch with us.
Last edited: Dec 2019.