ACCOMMODATION BOOKING AND RESERVATION
TERMS AND CONDITIONS
COCO’S BARN, Kilmersdon Common Farm House, Coleford, Bath BA3 5QB
Also know as Miss Honey’s Cottage
Thank You for choosing to stay in Coco’s Barn. By making this reservation you are entering into an agreement with us, so please read our terms and conditions below.
If You have any requests about booking Coco’s Barn, or any questions about our Terms and Conditions please feel free to contact us at cocosbarnsomerset@gmail.com
SUMMARY OF TERMS AND CONDITIONS OF BOOKING
YOUR BOOKING CONTRACT
Your Contract for renting Coco’s Barn is between You and Coco’s Barn and all that it incorporates is subject to these Booking Conditions. By making a Booking You have entered into a contract with us for the letting of Coco’s Barn, in accordance with our Terms and Conditions of booking and it will be legally binding at the point that Coco’s Barn issues a confirmation of booking to You.
We will curtail your stay immediately if it is deemed necessary as a result of Your behaviour or that of any of Your guests or any other material breach of these Booking Conditions. In the event that Your Contract is terminated, Coco’s Barn reserves the right not to refund to You any part of the Rental Fees in respect of the shortened Rental Period.
MATTERS TO BE AWARE OF
1. You are entitled to occupy the property for holiday use only You agree to keep noise to a minimum to not disturb the neighbours. We have a strict Noise Policy in place so that our neighbours are not disturbed in this quiet, rural setting. Our policy is OUTSIDE - no loud music, loudspeakers outside, sound systems, karaoke, rowdy noise and no noise outside between 10PM and 8.00AM.
2. You agree to return the property at the end of your holiday term in the same state and condition that it was let to you.
3. You will allow us or anyone with our written permission to enter the property at any reasonable time of the day to check the property’s condition and state of repair or to carry our any necessary repairs.
4. You agree to keep the property in a good and clean condition.
5. You will ensure your personal belongings are insured. We will not be liable for theft or loss or damage to your personal belongings.
6. You will not damage or make any alterations, changes or additions to the inside or outside of the property during your stay.
7. You agree not to smoke anywhere in the property and the grounds of the property.
8. Our gardeners will be working during your stay and will endeavour to cause minimal disruption to your enjoyment.
9. Cars and their contents are parked at their owners’ risk. Please ensure that cars are locked and possessions are left out of sight
IN THESE TERMS AND CONDITIONS:
Booking: Means a booking for Coco’s Barn owned and operated by Geraldine Carden and Kevin Carden
Booking Form: Where applicable, means the booking form You are asked to complete at any stage by Us.
Coco’s Barn is also known as Miss Honey’s Cottage. The same Terms & Conditions apply
Contract: Means the contract between You and Coco’s Barn, the owner of the Property. The contract is valid for any booking made where any monies have been taken, be that a deposit, part payment or full payment.
Damage Deposit Bond: Means the pre-authorised amount that is held by Us on Your debit or credit card to pay for any damages and extra cleaning charges.
Data Protection Legislation: Means the General Data Protection Regulation (GDPR), the current Data Protection Act 2018 and any other laws relating to the protection of personal data and the privacy of individuals that regulate our use of Your personal data.
Extras: Means any additional items taken or consumed by You which can for example include additional baskets of logs, candles, products / toiletries that are available for purchase and any special requests, including, for example, special hampers or groceries, extra bottles of water and late departure charges or lost keys.
Rental Fee: Means the total fee for Coco’s Barn set out in the brochure or on the Website or as otherwise agreed in writing including rental, heating, electricity, one basket of logs, use of bed linen and towels, toiletries (including VAT if applicable) but excluding any charges for additional services provided by Coco’s Barn.
Rental Period: Means the period of time for which You wish to rent Coco’s Barn stated in the Booking Form or other written confirmation of the Booking from You
FULL TERMS AND CONDITIONS OF BOOKING
These Terms and Conditions of Hire are a contract between Coco’s Barn and You the person making the booking and all adult members of Your party who will be staying at Coco’s Barn. By making a booking or staying at Coco’s Barn, You agree to abide by these terms and conditions.
Your stay with us is not intended to confer exclusive possession on either the client or guest nor to create the relationship of landlord and tenant between Coco’s Barn and either the client or any guest. You agree that the purpose of the letting is for a holiday/ short-term stay, and therefore that you will not be entitled to any rights under any statutory provision including, without prejudice to the foregoing generality, the Rent Act 1977, any assured tenancy or assured short hold tenancy under the Housing Act 1988, or any tenancy arising under or in terms of, including in each case any amendment or re-enactment of any such statute for the time being in force.
Please note that
· We operate a minimum two night stay unless special arrangements are agreed in advance at the time of booking
· By special arrangement, Coco’s Barn is dog friendly. There is an additional charge
PAYMENT FOR YOUR BOOKING
Bookings are subject to Our Cancellation Policy details of which are set out below
· At the time of booking a deposit of 50% is due.
· The remaining balance is due 45 days before Your arrival date.
· We will hold a Damage Deposit Bond of £250, which is auto pre authorised 7 days before your arrival and auto cancelled 7 days after your departure as long as there are no damages. We will keep You informed of any charges that have arisen.
· Should You book Your stay within 45 days of Your arrival date, payment in full is required at the time of booking.
We will issue a booking confirmation once You have made a Booking and any money due at the time of Booking had been received. Coco’s Barn has the right to release Your Booking if payment is not made within 24 hours. It is Your responsibility to check the confirmation received carefully and notify Us immediately in case of any discrepancy or mistake.
SPECIAL REQUESTS
Special requests may be made prior to travel and whilst we will endeavour to meet them, this cannot be guaranteed. Under no circumstances will requests accepted by Us form part of our contractual obligations. Unless agreed in writing , we do not accept liability for special requests that are not fulfilled. If a special request incurs extra expense We may ask for an additional payment.
METHODS OF PAYMENT
Coco’s Barn accepts payment by cash, credit or debit card or BACS in GBP. For Bookings made less than 30 days before the start date of the Rental Period, payment must be by credit or debit card. For non-UK credit card or debit cards there is a 3% card payment fee added. Payment by bank transfer in euros can be arranged. Please contact Us if You would like to pay in euros. You are responsible for all bank charges incurred.
ADDITIONAL PAYMENTS
Payment for any Extras must be made prior to Your departure
CANCELLATION POLICY AND REFUNDS
Your booking is a legal contract. If You cancel the accepted/confirmed Booking for any reason, You must notify Coco’s Barn in writing either by email or post. If you have paid by credit or by debit card, We reserve the right to charge a fee of 2% to cover bank costs.
If You decide to cancel Your Booking the sooner that You do so the easier it is for all of Us so that We can keep our charges to a minimum. We will always do Our best to re-let and be as flexible as possible so it’s important that You keep in touch with Us during the booking process.
STANDARD CANCELLATION POLICY – CANCELLATION OR CHANGES TO YOUR BOOKING BY YOU
If You cancel within 45 days of Your stay or fail to turn up there will be no refund payable unless we are able to re-let or there are extenuating or mitigating circumstances.
RE-LET POLICY FOR COTTAGES
If You cancel within 14 days of your stay and We are able to re-let the Selected Property for the full period of Your stay there will be a charge of £100.00 to cover Our administration and preparation costs and We will refund the balance of what You have paid.
NON-AVAILABILITY OF ACCOMMODATION AND FORCE MAJEURE
We shall not be liable for any delay or non-performance of Our obligations under the Contract to the extent that the performance is interrupted or prevented by any act or omission beyond Our reasonable control. We shall notify You as soon as reasonably practicable when we become aware of such delay or non-performance.
If Your accommodation becomes unavailable for reasons beyond Our control, for example due to flood or storm damage We shall as soon as we’re aware of it, notify You and We will attempt to, if deemed appropriate, find You alternative accommodation. Should You accept any alternative accommodation offered, You will be issued with a new booking contract to which all Terms and Conditions apply.
If We have to cancel the reservation We will provide a full refund of monies paid. No further financial claims will be considered.
LOCATION
In view of the rural setting a vehicle is preferable. Coco’s Barn will not be held liable for any inconvenience caused or additional costs should You come to stay without a vehicle. You cannot rely on public transport.
ARRIVAL AND DEPARTURE ARRANGEMENTS
Check in is 3.00pm on the day of arrival. It may be possible to arrange an early arrival dependent on whether Coco’s Barn has been occupied prior to Your arrival. However, this must be confirmed in advance.
Departure time is 10.00am. A later departure time is possible by prior arrangement only, and subject to availability, and may incur a charge. If the departure time is after 1.00 pm You will incur an additional cost of 50% of the cost of one night.
Should You wish to extend Your stay, You will be charged at the daily rate for that property, which may be higher, All terms and conditions apply to the extension.
RETURNING KEYS
Please ensure You return Your key to the key safe on Your departure. We charge £50 for every set of lost keys.
PETS - DOGS
· A maximum of 1 medium sized dog is allowed by prior arrangement . There is a cleaning charge of £40 for dogs This covers Your whole stay. Please remember that if Your dog does cause any damage there will be a further charge for any special cleaning, repairs or replacement of items damaged.
· Dogs must be kept on leads around the common areas. . They must be properly controlled and supervised at all times.
· Dogs must not be left unattended at Coco’s Barn at any time. Leaving your dog alone is against house rules.
· Please ensure that all Your dog’s vaccinations, flea and worm treatments are up to date prior to arrival.
· Please clean up after Your dog. There are dog waste bins by the woodshed. Registered guide dogs, special assistance dogs and hearing dogs are allowed at no extra charge.
· Dogs are not permitted in any of the bedrooms or on any of the furniture. We do provide food and water bowls. You are advised to bring a basket or bed for Your dog.
YOUR AGREEMENT WITH COCO’S BARN
· You agree that You will comply with the legislation applicable at the time of Your stay and comply with all social distancing and restrictions on group sizes and compositions as advised from time to time by Her Majesty’s Government. Breach of this rule will terminate the contract without recompense to You.
· You agree that the number of people staying will not exceed two. This is to ensure that Coco’s Barn adheres to all Fire, Health and Safety Regulations. Breach of this rule will terminate the contract without recompense to You.
· You agree that Coco’s Barn will not be used for any activity or in such a way as to cause a nuisance or annoyance to neighbours. We reserve the right to terminate the visit of any person whose conduct is detrimental to the comfort of others, without recompense. Please respect other guests and keep noise to a minimum after 10.00pm.
· The use of recreational drugs, smoking in any form including E-cigarettes or the use of naked flames (candles/matches etc) other than when being used to light a fire is not permitted within Coco’s Barn or the boundaries of Kilmersdon Common Farm House.
· You agree that Coco’s Barn will be used for leisure purposes only as a holiday let or corporate accommodation and not for any commercial purposes.
· You must ensure that Coco’s Barn is left in a clean and tidy condition on Your departure at the end of the Rental Period, including cleaning up after any dogs that You have brought with you.
· You and Your guest will comply with all regulations relating to the Coco’s Barn.
· You shall abide by all instructions with regard to the Use of the Selected Property and its fixtures and fittings.
· Coco’s Barn is not a child friendly zone. Please do not bring children as your second guest. The property is not equipped for children of any age.
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SPECIAL REQUIREMENTS & ACCESSIBILITY
If You require any special accessibility requirements, it is important to ensure, when booking, that You inform Us so We can advise whether or not the accommodation would be suitable.
HEALTH & SAFETY OF GUESTS
Coco’s Barn takes the safety of guests very seriously. Therefore, we ask that guests who stay in a Property take a few moments to think about their safety. In particular You should:
· Check the layout of Coco’s Barn, so that, in an emergency, You and Your party can get out quickly and easily.
· Check the locations of the fire extinguishers and fire blanket and read the instructions for Use, detailed in the information booklet.
· Check the location of the first aid box – located under the sink
· Check the location of the Fire Assembly Point
· Read and take note of specific safety information provided. If You have any concerns about the safety, whether it be the garden, equipment or facilities, You should contact us immediately.
· Please note that the perimeter of Coco’s Barn is designated by the enclosed garden immediately outside the French doors. Areas outside of the enclosed garden are private
DAMAGES AND BREAKAGES
· Please take care when staying in Coco’s Barn.
· You agree to leave the property at the end of Your Rental Period in the same clean and tidy condition and repair it was found upon Your arrival.
· Please ensure that you inspect Coco’s Barn upon check-in. Unless we receive notification otherwise within one working day of check-in, we will be entitled to assume that you have fully accepted that the condition of the house is in good repair, condition, and a clean and tidy state and you will waive any right to claim otherwise.
· Risk of damage to Coco’s Barn and its contents will pass to you on the check-in and remain with you until the property is returned to us. You and Your guests are responsible and liable for all loss or damage (except fair wear and tear) caused during the rental period, and for any reasonable loss of rental resulting from such loss or damage.
· By completing Your booking, You agree for Us to hold a Damage Deposit Bond of £150, which is auto pre authorised 7 days before your arrival and auto cancelled 7 days after your departure as long as there are no damages. We will keep You informed of any charges that have arisen.
· In the event of any damage or breakages to the Selected Property during Your stay, We have the right to withhold some or all of the Damage Deposit and have the right to make additional charges should the result of any loss or damages exceed that of the Damage Deposit Bond.
· You agree to notify Us of any accidental breakages or damage at the earliest possible opportunity so that repairs or replacement items can be arranged before the arrival of the next guests.
· Coco’s Barn may charge You for the reasonable costs of any additional cleaning if this is considered necessary.
RIGHT OF ENTRY TO THE SELECTED PROPERTY
We and Our staff have the right of entry to Coco’s Barn at all reasonable times, except in an emergency where immediate access may be required, for the purposes of inspection or to carry out any necessary repairs or maintenance.
COMPLAINTS
Should there be any cause for complaint during Your stay, You should notify us promptly before You leave and describe the nature of the complaint. Coco’s Barn will of course, use its reasonable endeavours to resolve any complaints in as timely a manner as is reasonably possible.
If it is a complaint with Your accommodation or if You find that anything is faulty within the accommodation that needs Our attention, We will do what We can to assist and repair. Due to the limited period of the rental, it may not be possible to repair such items during the Rental Period.
We have an out of hours number, whereby You can contact Us in the event that You have a problem with Coco’s Barn. We will endeavour to resolve any issues as soon as is reasonably possible and practicable. However, as with any domestic property, Coco’s Barn does not have access to maintenance services 24 hours a day.
Any complaints raised during Your stay will not necessarily result in any financial compensation and any complaints raised after Your holiday will not result in any form of compensation. Any form of compensation, financial or otherwise, is at the discretion of Coco’s Barn and there is no given right to receive compensation.
LIABILITIES
We do not accept liability for any loss, damage or theft to You or any member of Your party or any personal property belonging to guests, either in the property or in or to cars, bicycles or other vehicles left on the property, unless proven to be caused by a negligent act by ourselves, our employees or contractors whilst acting in the course of our employment.
We do not accept liability for any accident or injury to guests either within the property or outside unless proven to be caused by a negligent act by ourselves, our employees or contractors whilst acting in the course of our employment.
Nothing in these Booking Terms and Conditions shall limit or exclude the liability of Coco’s Barn for death or personal injury resulting from its negligence or for fraudulent misrepresentation or for any liability which cannot be excluded by law.
All warranties, conditions and other terms implied by statute or common law are, to the extent permitted by law, excluded from the Contract.
Coco’s Barn shall not be liable for any actual or alleged indirect or consequential loss howsoever arising suffered by You, or for any loss (either direct or indirect) of profits, anticipated profits, savings, business or opportunity or loss of publicity or loss of reputation or opportunity to enhance reputation or any other sort of economic loss.
The aggregate liability of Coco’s Barn to You for breach of contract, misrepresentation, in tort or otherwise arising under or in connection with the Contract shall be limited to damages not exceeding two times the total amount of the Rental Fee received from You.
Coco’s Barn is located in a rural setting and is accessed via B roads and lanes. Due to the location, Coco’s Barn is not liable for any cancellation, delay or curtailment in Your stay as a result of adverse weather.
Coco’s Barn cannot be held responsible for any buildings or road workings which may be carried out close to Coco’s Barn. Where we are aware of any anticipated works, We will endeavour to advise You in advance.
PRIVACY POLICY - DATA PROTECTION (GDPR)
Any data collected in the process of this booking will be stored on our computer system. With Your permission We may contact You about promotions and offers. We will not share Your details with any third party.
For the purposes of this clause, capitalised terms not defined elsewhere in this Contract shall have the meaning set out in the Data Protection Legislation. Coco’s Barn is the Data Controller of all Personal Data provided by You. You agree that Coco’s Barn can process such Personal Data for the purposes of processing and administering Your Booking.
Coco’s Barn will wholly comply with the Data Protection Legislation and any directions issued by the Information Commissioner in the processing of such Personal Data.
Coco’s Barn shall process the Personal Data only to the extent necessary for the purpose of providing the services and in accordance with any written instructions from You and implement and maintain appropriate technical and organisational measures in accordance with the Data Protection Legislation to ensure a level of security appropriate to the risks that are presented by such Processing, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Data, taking into account the state of the art, the costs of implementation, the nature, scope, context and purposes of Processing and the likelihood and severity of risk in relation to the rights and freedoms of the Data Subjects.
Coco’s Barn will not transfer the Personal Data outside of the EEA unless adequate levels of protection are in place.
Coco’s Barn will ensure that any employees or other persons authorised to Process the Personal Data are subject to appropriate obligations of confidentiality.
Coco’s Barn will not engage any third party to carry out its Processing obligations other than by way of a written contract which confirms that such third party will, at all times during the engagement, be subject to Processing obligations which comply with the Data Protection Legislation.
On termination or expiry of this Contract, Coco’s Barn will destroy or return (as You direct) all relevant Personal Data in its power, possession or control and delete all existing copies of such data except to the extent it is required to retain a copy of the Personal Data by law, unless You give authority for information to be kept and Used for the purposes of marketing.
You acknowledge that Coco’s Barn will need to collect name, address, email and other contact details and payment details at the time of booking in order to process and confirm Your Booking.
INTERNET SERVICE
We provide free super-fast fibre Wi-Fi in Coco’s Barn but it is not possible to guarantee a consistent service. Please read the terms below if You intend ‘logging on’.
LOST PROPERTY
Lost or left property can be returned following receipt of payment for postage. Please contact Us if You have left anything behind, and We can arrange the return of Your belongings. We are legally obliged to keep lost or left property for 6 months, after which it will be disposed of at Our discretion.
HOUSEKEEPING SERVICE
For stays in excess of 7 nights we will provide clean linen and towels. We will agree the timing with You once You are here. It is sometimes possible to arrange to have Properties cleaned during a stay. Please ask Us if this is something You would like.
TRAVEL INSURANCE
Please ensure that You have arranged Your own travel insurance, as we do not provide this. There are a number of policies available that include cover for illness with Covid-19 and self-isolation.
LAW
As the Property is in England, the agreement between us and all matters arising therefrom are subject to the law of England and Wales and, in the event of a dispute; you will be subject to the exclusive jurisdiction of the courts of England and Wales.
SEVERANCE
If any provision (or part-provision) in these terms and conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If not possible, it shall be struck out. The rest of the agreement shall remain enforceable.
CHANGES TO THESE TERMS AND CONDITIONS
Coco’s Barn reserves the right to update and amend these Booking and Reservation Terms & Conditions at any time. They are correct at the time of issue and, should there be any changes in legislation Coco’s Barn will endeavour to update the Terms & Conditions as soon as is practicably possible. Any changes in official legislation take precedence over these Terms & Conditions.
CHANGES TO THESE TERMS AND CONDITIONS
Coco’s Barn reserves the right to update and amend these Booking and Reservation Terms & Conditions at any time. They are correct at the time of issue and, should there be any changes in legislation, Coco’s Barn will endeavour to update the Terms & Conditions as soon as is practicably possible. Any changes in official legislation take precedence over these Terms & Conditions.
Coco’s Barn is owned and operated by Geraldine & Kevin Carden
May 2022