Booking Terms and Conditions
The Booking Terms and Conditions were amended on 13th February 2021. To obtain a copy of the Terms and Conditions for bookings placed prior to this date, please email [email protected]
1. The Contract
The booking contract is between Mead Barn Cottages (referred to as ‘Mead Barn Cottages’ or ‘we’) and the lead party making the booking and all members of the holiday party (referred to as the ‘customer’, ‘you’ or ‘your’). The contract will be subject to these booking terms and conditions. The lead party must be at least 18 years of age.
2. Booking Deposit and payment of the final balance
2.1 To confirm a reservation, Mead Barn Cottages requires a deposit of 25% of the full rental cost of the holiday. Please ensure you have read our Booking Terms and Conditions in full as by making a payment of a deposit you are accepting these Booking Terms and Conditions.
2.2 The remaining balance of the rental cost of the holiday will become due 42 days prior to the booking commencement date.
2.3 If the booking commencement date is less than 42 days from the date the booking is made, payment of the full rental cost of the holiday will be required to confirm the reservation.
2.4 Payment of the deposit and/or balance can be made via bank transfer or by credit/debit card over the telephone. We are unable to accept payments by American Express.
3.1 The owners of Mead Barn Cottages must be notified by telephone and the cancellation confirmed in writing by email as soon as reasonably possible where you wish to cancel your booking.
3.2 Mead Barn Cottages will apply a cancellation charge which will be based on the number of days prior to commencement of the reservation that we are notified in writing (by email) of the cancellation. The following table shows the scale that will be applied to determine the cancellation charge:
Number of days before reservation commencement that notification of cancellation is received:
The percentage of the total rental cost payable by the Customer:
More than 60 days
10% of the total rental cost
43 – 59 days
25% of the total rental cost
30 – 42 days
75% of the total rental cost
8 – 29 days
90% of the total rental cost
3 – 7 days
95% of the total rental cost
0 – 2 days
100% of the total rental cost
3.3 Any monies due for refunding will be processed within 10 days of receipt of the cancellation notification.
3.4 Mead Barn Cottages will reasonably attempt to re-let the property for the period of the cancelled booking. If Mead Barn Cottages is successful in re-letting the property for the period of the cancelled booking, we will refund the customer the amount we receive for the replacement booking (where this is the same or less than the original rental cost) less a 5% administration fee.
3.5 We strongly recommend that you take out suitable travel insurance to cover possible cancellation and your stay at Mead Barn Cottages. If you choose not to take out travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation of your booking.
Cancellation due to COVID-19:
3.6 If Mead Barn Cottages is closed due to Government restrictions (either national or local) and the period of those restrictions cover your booking dates you will be given a full refund of all monies paid to us less a 2% administration fee where the deposit and/or the balance have been paid by card.
3.7 If you are prevented from travelling to Mead Barn Cottages due to local restrictions covering your given address and the period of those restrictions cover your booking dates you will be given a full refund of all monies paid to us less a 2% administration fee where the deposit and/or the balance have been paid by card.
3.8 If national/local lockdown restrictions are put in place when you are on holiday which require you to vacate the property and return to your given address you will be charged on a pro-rata basis for any nights you have stayed at Mead Barn Cottages. The remainder of the monies will be refunded to you less a 2% administration fee where the deposit and/or balance were paid by card.
3.9 If you or any member of the party cannot travel to Mead Barn Cottages because:
i) you test positive for COVID-19 and are not permitted to travel;
ii) you are required to self-isolate/quarantine and are not permitted to travel; or
iii) you are disinclined to travel as you are shielding
the standard cancellation terms will apply (please see sections 3.1-3.5). As COVID-19 is now a known risk it is possible for you to insure your holiday against it. We strongly recommend that you take out suitable travel insurance to cover possible cancellation and your stay at Mead Barn Cottages. If you choose not to take out travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation of the booking.
3.10 You are not permitted to self-isolate at Mead Barn Cottages. Should you test positive for COVID-19 during your stay at Mead Barn Cottages, or are required to return home to self-isolate, the owners must be informed either by telephone or e-mail immediately. In this instance, the party must return home immediately to self-isolate. Should you not depart from the property and subsequently the self-isolation period runs for longer than your booked stay, you will be wholly responsible for the cost of a prolonged stay in the accommodation and any further costs incurred by the owners for the cancellation of any other holidays. You will not be refunded for any unused days of your booking. As COVID-19 is now a known risk it is possible for you to insure your holiday against it. We strongly recommend that you take out suitable travel insurance to cover possible cancellation and your stay at Mead Barn Cottages. If you choose not to take out travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation of the booking.
4. Unavailability of accommodation
If your cottage is not available due to extraordinary circumstances beyond our control, then we will offer alternative accommodation/dates (subject to availability and conditions) or return all monies paid to us by you and this will be the extent of our liability. The choice in this instance will be up to the customer.
Mead Barn Cottages is a family friendly establishment and bookings will not be accepted for stag or hen party groups, or groups of individuals under 25 years of age. We reserve the right to refuse admission to the property where the party has been misrepresented to the owners of Mead Barn Cottages and our standard cancellation terms will apply.
6. Number of persons using the property
Under no circumstances must the number of people occupying the property exceed the maximum number of persons the booked property sleeps as stated on the website. We reserve the right to refuse admission where this is not observed, and our standard cancellation terms will apply.
7. Breakages, Damage or Loss
The owners of Mead Barn Cottages must be notified of any breakage or damage to the property or the grounds or any loss of Mead Barn Cottages property as soon as reasonably possible. We reserve the right to reclaim costs for any replacement (including lost keys), repair or making good any damage or breakage, whether accidental or not.
8. Breakage/Cleaning Deposit
8.1 Mead Barn Cottages reserves the right to request a breakage/cleaning deposit from any party staying in any of the properties. The breakage/cleaning deposit for each cottage is £200.00.
8.2 A breakage/cleaning deposit will be required for any all-adult party (family only parties accepted) staying in Great Tythe Barn and Rye Barn and for all Christmas and New Year bookings in all cottages.
8.3 The breakage/cleaning deposit is payable by bank transfer ahead of your arrival and will be returned less any monies required for extra cleaning, breakages/damages/losses or return of left belongings within 10 days of the end of your stay. For the deposit to be returned in full we ask that the property is left as you find it.
We retain the right to ask you to leave if you are causing a disturbance or affecting the enjoyment of others staying at Mead Barn Cottages. Our standard cancellation terms will apply.
10. Arrival and Departure
Your property will be available for occupancy from 4pm on the day of your arrival. You will be notified by the owner where an earlier arrival is possible. Please leave the cottage by 9:30am on the day of your departure. Failure to do so may result in you being charged a further day’s rental. There will be no refund for late arrival/early departures.
11. Right of Entry
The owner of Mead Barn Cottages shall be allowed access to the property at any reasonable time during the holiday occupancy.
Guests staying at Mead Barn Cottages do so entirely at their own risk. We do not accept liability for any damage or loss unless caused by our own negligence. We reserve the right to change details from those advertised and close any of the facilities.
Smoking is strictly prohibited in all properties (including the Games Room and Laundry) at Mead Barn Cottages.
14. Supervision of minors
Children under 16 years of age must not be left unsupervised in the cottages or in the grounds, including the Games Room and Tennis court.
15. Parking and Electric Cars
15.1 There is adequate room for parking on site for 2 cars for Great Tythe Barn, Rye Barn, Wheat Barn and Barley Barn, and 1 car for Red Cottage. We do not accept any liability for vehicles or contents left on site. Vehicles should not be driven on grassed areas under any circumstances.
15.2 Unfortunately, we do not have a charging point for electric cars on site. If you do want to charge your electric car whilst you are here, please come and speak to us before doing so as a fee for this is charged.
Mead Barn Cottages is a dog-friendly establishment and well-behaved family dogs are allowed in all properties. Dogs are subject to a charge of £15 per stay for the first dog and £10 per stay for any further dogs. If you have more than 2 dogs, please contact us to discuss the suitability of your chosen property. We do ask that dogs are not allowed on the sofa’s, although we understand this is difficult when they are used to it at home. If your dog does sleep on the sofa, please bring your own throws to protect them. To ensure the cleanliness of the cottages for all our guests, we do however insist that dogs are not allowed to sleep on the beds. If your dog does share your bed with you, we ask that you bring all your own bedding, including linens, duvets and pillows. They are welcome to sleep in the bedroom with you in their own beds if you wish. Dogs must not to be left alone in the property and must be always kept under control when in the grounds.
MEAD BARN COTTAGES
The information that you provide to us will be used to enable us to complete your booking, to manage any customer service queries you may have and to help is to provide details or information you may have requested.
In order to complete a payment for your booking we may share your information with credit/debit card companies.
We may disclose your personal data without your permission to the extent that we are required to do so by law or regulation.
We may also disclose your personal data without your permission in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise or defend our legal right.
We have a system of retention periods in place to ensure that your information is only stored whilst it is required for the relevant purposes or to meet legal requirements. Where your information is no longer required, we will ensure it is disposed of or deleted in a secure manner.
You have a right to ask us to confirm whether we hold any of your personal data; to request a copy of any personal data we hold about you; and to request that we correct any inaccuracies where the personal data we hold is incorrect/incomplete. You can request that we delete (to the extent possible) any personal data we hold about you where we are required to do so by law. Where we process your personal data on the basis that you have given us your consent to do so then you may contact us at any time to withdraw your consent.
We regularly review and, where necessary, update our privacy information. If we plan to use personal data for a new purpose, we will update our privacy information and communicate the changes to individuals before commencing any new processing.
If you have any questions about this Privacy notice, please contact us at:
Mead Barn Cottages
Tel: 01288 33 10 11
e-mail: [email protected]