Booking Terms and Conditions
‘Property’ - means the rental property and its contents, including any gardens, outbuildings etc..
‘Group’ - Includes all members of the party staying at the Property
‘Guest’, ‘you’, ‘your’ - means the person(s) who enter into the short-term rental contract (the ‘Agreement’) for the Property, and that have agreed to be bound by these Terms and Conditions. The Guest holds primary liability under the Agreement, and is responsible for ensuring that all members of the Group also abide by these Terms and Conditions.
Where the Agreement has been signed by several members of the Group, then it is agreed that the responsibilities and liabilities under the Agreement will be shared jointly and severally by those persons.
‘Agreement’ means the short-term rental contract that is entered into between the Guest and W. H. Leach & Sons Limited (either in their own right, or on behalf of the Property Owner). The Agreement includes these Terms and Conditions and any supplementary conditions that may be agreed with the Agent or the Owner in relation to this specific booking or Property.
‘Owner’ Includes all owners of the Property where the Property is held jointly or severally
‘Agent’, ‘we’, ‘us’, ‘our’ means W. H. Leach & Sons (Ivinghoe) Limited of Town Farm, Ivinghoe, Leighton Buzzard, Bedfordshire LU7 9EL
‘In writing’ shall include confirmations and notifications by email. If you have supplied us with an email address, it is your responsibility to check your emails regularly, and to let us know about any change to your email address.
Before booking through us, please read these booking terms and conditions carefully in conjunction with all other information relevant to your individual booking. A confirmed booking is a legally binding contract.
The rental contract is governed by the Terms and Conditions herein, and shall be governed by English law.
The Guest making this booking must be at least 18 years old at the time of booking and s/he must have appropriate authority to make the booking on behalf of the Group (if more than one guest)
1. Rental Terms
The Guest agrees that the Guest and all members of the Group will be bound by the following rental terms:
1.1. The accommodation is reserved for your occupation for the dates agreed on the booking form. The Property will be available for occupation from 3.00pm on the start date of your rental, through to your departure and checkout by 10.00am on the final day. We require you to adhere to these termination times so that we can ensure properties are adequately cleaned and checked ready for any subsequent booking. It may be possible to vary these times by prior arrangement - if, for example, there are no immediately following bookings, but any variation should be agreed and confirmed with us in writing within 7 days of your arrival date.
1.2. The terms of this contract require that the Property is to be used during the occupation for private rental use only. The Guest must inform the Agent if the Property is to be used for any other purpose (ordinary private residential use or for commercial or business purposes).
1.3. It will be assumed that the Property has been accepted in good and clean condition.
1.4. The Property is let for occupation for the number of persons stated in the booking confirmation. We reserve the right to suspend this contract or make a supplementary charge if the permitted occupancy level is exceeded,
1.5. Not to sell or transfer the booking to another party, or sublet the Property without the prior written consent of the Agent.
1.6. Not to damage the Property. The Guest is required to leave the Property in the good and clean order and repair and in the same clean condition in which it was found at the start of the holiday.
1.7. To be responsible that all members of the Group comprising the booking behave in a reasonable and responsible manner during the holiday in regard to the terms of this agreement, and with regard to neighbours of the Property.
1.8. To allow the Owner, the Agent, or any authorised workmen entry and reasonable access for the purposes of inspection and repair on 24 hours’ notice (other than in an emergency), and to pay the full replacement cost for any item damaged.
1.9. Security. To comply with the security and safety precautions, rubbish disposal instructions and any other reasonable regulations imposed for the good management of the Property. All windows and doors should be secured and locked whenever the Property is left unoccupied. Keys will be issued at the outset of the letting, and should be returned to where found upon departure. One key is left in the property, and there will be a key in the key box, outside the front door, the code of which is given to you before arrival.
1.10. Utility Costs. Our standard policy is that all rental property prices include: water, oil and a weekly allowance of electricity unless indicated otherwise in the property details. We do not offer refunds for unused energy credit/tokens. E.V. Charging is not allowed directly from the property - see below for E.V. Charging. The internet is provided free of charge and we cannot guarantee service as we rely on a third party so supply the internet.
1.11 Noise. Behave responsibly and consider any other nearby guests or neighbours. Members of the Group and any friends or visitors are also asked to keep noise to a minimum and refrain from any activity that may disturb neighbours before 8am and after 11pm - especially when leaving or returning to the Property.
1.12. Pets (See section #8). Not to keep any pets at the Property unless this has been agreed in writing. Where pets are permitted at a specified Property, the Guest shall only be permitted to bring the pet(s) designated on the booking form. A supplementary charge, increased damage deposit (see section 1.18 below) and other additional restrictions (see Section8) are to be imposed where permission has been granted for a pet to stay at the Property.
1.13. Smoking, Candles and Naked Flames. We operate a non-smoking policy throughout all properties. No smoking is permitted inside any of the properties. Candles and naked flames are strictly prohibited in line with our fire safety policy.
1.14. Parking (See section #9). Some properties will have parking restrictions or regulations attached and, where applicable, Guests are required to adhere to these regulations. Details of any parking restrictions or other parking information will be given in the booking details or supplied to the Guest prior to occupation. Those with commercial vehicles (work vans, sign-written vehicles, trailers etc.) must mention these prior to booking - such vehicles must be parked outside of the farm courtyard.
1.14. Electric Vehicle (E.V.) Charging - Guests with electric vehicles can recharge them at a communal pay-as-you-go charger situated in the courtyard. Electric Vehicles must not be connected to the individual properties.
1.16. If any of the Group does not comply with any rental terms in this section , we reserve the right to suspend the occupation of the Property and ask the Group to leave (in serious cases), or make a reasonable charge to cover the cost of the default and any related administrative costs incurred.
1.17. Internet. Please note that we do not subscribe to unlimited downloads and therefore operate a “fair usage policy”. This should be more than enough to keep in touch with the office or home via email and for regular web browsing. Rural broadband connection and speeds are variable and we cannot guarantee ability to stream video etc.
Wifi Broadband is available free of charge but is subject to the following restrictions:
You agree to abide by the “fair usage policy”
You agree to use the internet responsibly and not to access illegal or offensive websites.
Parents are responsible for supervising their children’s use of the internet.
1.18. Furnishings – The properties are fully furnished and equipped, guests cannot bring their own furniture into properties as there is the risk of damage to the properties. This includes mattresses as there is a risk of bed bugs when moving mattresses between properties. Guests should not move furniture around properties otherwise house-keepers struggle to move furnishings back.
1.19 Refundable Damage Deposit
The amount of damage deposit charged depends on a) the length of the booking, and b) whether pets will be present in the property.
Bookings of up to 28 nights:
If booking for 28 nights or fewer (without pets), a refundable damage deposit of £100 will be required.
Or, if booking for 28 nights or fewer with pet(s), a refundable damage deposit equivalent to 1 week’s rental will be required instead.
Bookings of 29 nights or more:
If booking for 29 nights or longer, a refundable damage deposit equivalent to 2 week’s rental will be required.
However, if booking for 29 nights or longer with pet(s), then an additional 1 week's damage deposit will be required per pet.
This deposit will cover any damage, loss, or loss of income resulting from the conduct of the Guest, the Group, or any individuals invited to enter the Property during the duration of the holiday.
The deposit held will be refundable in full within 14 days of the end of your stay, provided that the Property is left in an acceptable condition, and no expenditure is required to rectify any loss or damage to the Property following your stay.
Should any costs be incurred to return the Property to an acceptable condition, these costs will be deducted from your deposit, prior to the balance being refunded.
Where the cost of any damage, loss, or broken obligation exceed the amount of the deposit held, you will be liable to pay the excess charges. In this situation you will be informed in writing of any additional payments that are due.
2. Booking Terms
2.1. Initial Enquiries. All bookings are subject to written confirmation and the receipt of a booking deposit. Provisional reservations can be made verbally and held for 48 hours. If the deposit is not received by us within this period, the reservation will be cancelled and the Property made available for rental.
2.2. Confirmed Bookings. Subject to the Property being available, and we have received the required payments and deposits, we will give you written confirmation as soon as reasonably possible. Bookings will only be accepted subject to our standard Booking Terms & Conditions and, once you have indicated that you have read and accepted these terms, we can issue our written booking confirmation. Any payment made to WH Leach and Sons for letting a property will be deemed to be in acceptance of these terms. Your binding contract with us will begin when we issue the written confirmation. 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 you have paid to us)
2.3. Initial Payment. We require that you make an initial payment of 30% of the rental cost before a booking can be confirmed. If the booking is made within eight weeks of the holiday commencement date, the full holiday rental amount will be payable at the time of booking.
2.4. Balance Payment. The remainder of the total holiday cost (comprising property rental, damage deposit and any additional charges) is due for payment eight weeks before the holiday commencement date. If the Balance Payment has not been received by the due date, the Guest authorises WH Leach and Sons to debit any card details held on file for the Guest with the appropriate payment.
2.5. Outstanding Payments.
We reserve the right to re-let any holiday where any monies due are more than 14 days in arrears. Whereupon any monies paid by the Guest over and above the Deposit will be refunded. If we are unable to re-let the holiday the Guest will remain liable for the outstanding balance of the cost of the holiday.
2.6. Payment Method and Charges.
We accept payment by:
- direct bank transfer,
- via our online website and payment gateway
All payments should be made in Pounds Sterling. Bank charges incurred by overseas payments will be billed to the client. Any charges raised against WH Leach by their bank for dishonoured payments will be passed on to the booking party and payment for these charges must be made within 5 working days. Interest is not payable on any amount held on behalf of the tenant.
2.7. VAT. The holiday rental fee will include VAT where applicable. Any other charges payable will be subject to VAT at the standard rate.
3. Booking Changes and Cancellation
3.1. All changes and cancellations must be made in writing.
3.2. Cancellations made 8 weeks or more prior to the arrival date will result in the loss of your deposit.
3.3. Where cancellations occurs within 8 weeks of the arrival date, no refund will be payable and the Guest is liable for 100% of the total rental cost if the rental cannot be re-let.
3.4. In the unlikely event that a booking must be cancelled by W. H. Leach & Sons Limited in the event of the accommodation becoming unavailable (such as fire or flooding), we will endeavour to provide the Guest with suitable alternative accommodation or will refund all monies paid (or a proportion in the case of curtailment) at the option of the Guest.
As Owner, we cannot however accept any liability or pay any compensation or expenses as a consequence of such an event.
3.5. We strongly advise Guests to obtain appropriate travel insurance to cover themselves against cancellation, illness, theft or similar unforeseen risks.
4.1. We aim to ensure that all our properties are managed to a good standard. In the event of there being cause for complaint concerning a Property, we ask you to contact us within 24 hours, if possible, in order to give us the chance to resolve it quickly. It is important that this is done whilst you are still at the Property so that an on-the-spot investigation can be made if necessary and remedial action taken if required. If a problem is not reported promptly within a reasonable timescale, then the Guest may waive their right to rectification or compensation.
4.2. As Owner, we will aim to assist to resolve any problem so reported.
5. Damage and Breakdowns
5.1. The Guest must report any breakages or damage caused to the Property as soon as possible, and shall be liable for any breakages or other loss caused by any member of the Group, or their visitors or invitees.
5.2. Any faults or breakdowns in the Property or with its contents or appliances should be reported to the Agent as soon as possible so that repairs or maintenance can be carried out.
5.3. The Agent and the Owner reserve the right to make a charge where guests have contravened an Owners request for their property to be smoke free. (In order to comply with the Unfair Terms in Consumer Contracts Regulations 1999, the amount of such a charge will not be more than the cost of the cleaning).
6.1. The Property should be left clean and tidy on departure, and any rubbish should be either removed from the Property or left according to the directions in the property information provided prior to arrival.
6.2. We reserve the right to make a charge if the Property is left in a dirty condition or additional cleaning is required.
6.3. Please notify us if you have left any belongings at the Property after your departure. We reserve the right to make a postage and packing charge for any items that are required to be forwarded, and to dispose of any items unclaimed within 28 days of departure.
7.1. Most of our holiday properties welcome children, but some properties are deemed as unsuitable for children for various reasons (this will be clearly stated in the Property details).
7.2. You are responsible for the supervision of all members of your party under the age of 18. You must supervise your children and babies at all times. This is particularly important in all children’s play areas, in licensed areas, close to ponds and waterways, whilst cycling and in swimming pools. Where children’s facilities and furniture are provided, we shall not be held liable for any damages or injuries that may occur as a result of their use.
8. Pets & Special Pet Conditions
8.1. Pets will only be accepted in our properties where indicated in the booking information, and you must declare any pets on the booking form when making your booking. Each pet will incur an extra charge of £25 per week per pet.
8.2. Where permission has been given for pets to accompany the Guest, the following special conditions will apply (failure to do so may result in you being asked to leave without compensation).
8.3. Pets incur an increased Refundable Damage Deposit (see section 1.1.8).
Pets must be under strict control at all times while in the Property
Any fouling of lawns etc. must be cleared up without delay.
The Guest or the pet owner must bring the pet bed or basket for sleeping in.
Pets MUST NOT be left alone in the Property or elsewhere at any time.
Pets MUST NOT lie on beds or furnishings, and hair must be well cleared up before departing.
Pet owners must ensure that their pets are free from parasites and fleas before they occupy the Property. Failure to do so will incur subsequent charges.
Please note that properties which do not accept dogs as standard may have on occasions had guide dogs in them.
Each pet will incur an extra charge of £25 per week per pet. However any damage (which must be reported to the owner immediately) or excessive cleaning may incur an additional charge, which will be at the Owner’s discretion.
9.1. Depending on the location, some properties may have special parking facilities and restrictions. Where applicable, these will be clearly marked in the property details or the pre-arrival information that we send to you. Vehicles are left at their owners risk and we do not accept responsibility for damage to, or theft from vehicles parked at the Property or any related parking facility. A maximum of two cars per property. Those with commercial vehicles (work vans, sign-written vehicles, trailers etc.) must mention these prior to booking - such vehicles must be parked outside of the farm courtyard.
10.1. Neither the Owner nor the Agent can be held liable for any damage, loss, expense, inconvenience, accident, personal injury or death to person or property which may be suffered, incurred, or arise out of or in any way connected with the rental where the Owner, their agents, employees and/or person otherwise under their control, have used reasonable skill and care.
10.2. We do not exclude liability for death or personal injury which arises as a result of our negligence or that of our employees whilst in the course of their employment.
10.3. The Owner may use the services of a number of suppliers and subcontractors and can accept no liability for any goods or services provided by these suppliers to our Guests.
10.4. Force Majeure. We cannot accept any liability where we cannot fulfil our obligations to our Guests due to circumstances beyond our control. This would mean any event we cannot foresee with all due care. e.g. (but not limited to riots, war, terrorist activity, civil strife, natural disaster and similar factors beyond our control).
The Owner owns the copyright to all property marketing material contained in the holiday letting brochure and/or website. All electronic data transferred remains the property of WH Leach and may not be replicated in part or whole without prior permission.
12. Data Protection
In order to process your booking and to help us provide you with a more personal service we need to collect certain information from you, including (where applicable) name, address, age of party members, credit/debit card or other payment details, mobile phone numbers and any other special requirements which may affect your arrangements.
We are committed to protecting and preserving the privacy of our clients, and we take full responsibility for ensuring that proper security measures are in place to protect your information. All personal data which you provide in connection with your holiday booking will be held and stored in compliance with the Data Protection Act 1988.
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information other than passing to the property owner the information you provide when making a booking or enquiry. We have no responsibility or liability for the actions of the Owner. We may release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property, or safety.