We continue to monitor Covid-19 guidelines and travel restrictions.
12 April – 16 May 2021 Single Households. 17 May – 20 June 2021 Two Households or Rule of Six. From 21 June 2021 No Restrictions.

Terms & Conditions

General Information

Luxury In The Cotswolds Ltd is registered in England and our registered address is Tew Farmhouse & Barns, Enstone Road, Great Tew, OX7 4AB.

In these conditions, ‘The Client’ is the person who has made arrangements with the Agent as the principle contact or party leader and is named on the booking form. ‘The Agent’ is Luxury In The Cotswolds Ltd. Luxury In The Cotswolds Ltd act as Agent for the Owners of the property (referred to as ‘the Owners’ or ‘the Owner’).

Booking arrangements are handled by Luxury In The Cotswolds Ltd, on behalf of the Owners, and the contractual relationship for accommodation is directly between the Owner and The Client.

 

Reservations

A reservation is confirmed on receipt of the deposit, not on completion of the booking form. Please note deposits are non-refundable.

The Client who completes the Booking Form and is therefore listed as the Lead Guest agrees to the T&Cs on behalf of all members of the party and any guests visiting the property during the period of the booking, binding them jointly and severally to the terms therein.

Please note a list of names for all adult guests (over 18s) must be provided 6 weeks prior to arrival, or on booking if arrival is before this. Should guests change please inform us immediately. This is a condition of booking.

The balance is due 6 weeks prior to the arrival date.

Please note that not informing The Agent about any guests/visitors or services (example: chefs, beauticians, personal trainers) could result in the Security Deposit to be non-refundable.

Late-availability bookings are required to be paid in full.

 

Booking Company

A roll out bed (subject to availability) is available for all properties & The Cart Shed has two sofa beds, charged at £50.00 each, there is a £50.00 over occupancy charge for this, please see notes on Occupancy below for extra guests not stated prior to arrival.

 

Payment of Balance

Payment of the balance of the accommodation cost (and any additional charges) is due in cleared funds 6 weeks prior to the arrival date. Although The Agent will endeavour to email a reminder for the balance payment to The Client, it is The Client’s responsibility to ensure that the payment is received by the due date.

If the Balance Payment is not received by midday on the due date, The Client authorises The Agent to debit any card details held for The Client with the appropriate charge. If funds are not available when requested, the booking shall be treated as a Cancellation by The Client. The Client will subsequently be sent a payment reminder by The Agent. If payment is not received within 48 hours of this email the booking shall be treated as a Cancellation by The Client and the booking dates will be released in attempt to re-book the property (See Cancellations for Policy details).

Please note restoration of the holiday shall be treated as a new booking where the full accommodation cost is due; since the dates will be released restoration cannot be guaranteed. The Agent shall not be responsible for any charges incurred on transactions processed from the card number held on file.

 

Cancellations

All cancellations by The Client must be in confirmed in writing and notified to us by phone.

For holidays cancelled by The Client, The Client will be liable for the total cost of the holiday. If either party (The Agent or The Client) are able to re-let the booking a refund will be made to The Client less the deposit and an administration fee on receipt of replacement booking payment.

Please ensure acknowledgement of cancellation is received as this will be required for any relevant insurance & is confirmation that the request to cancel has been received & confirmed by The Agent.

Cancellation Insurance for all bookings is strongly recommended.

 

Cautionary Deposit

A Security Deposit Pre-Authorisation is required to cover costs resulting from the action or inaction of The Client or a member of their party such as (but not limited to): the property being left in an unreasonable state, loss or non-return of keys, neglect or damage to the property, damage or loss of contents of the property, smoking inside the property, any extra or excessive cleaning costs required, excessive use of heating or electricity, not informing The Agent about any guests/visitors or services (example: chefs, beauticians, personal trainers) and not informing The Agent about pets.


The amount of the Security Deposit Pre-Authorisation will be advised to The Client at the time of booking the holiday in the Booking Summary email.


Access to the property will be denied if pre-authorisation of the Security Deposit has not been successful and the booking will be treated as a cancellation, no refund will be due or issued.


Cheques are not accepted for Security Deposit Pre-Authorisations.


If the Security Deposit is not successful by midday on the attempted date (up to 7 days prior to arrival), The Client authorises The Agent to debit any card details held for The Client with the appropriate charge. If funds are not available when requested, and on contacting you to advise this we receive no response or alternative card details the booking may be treated as a Cancellation by The Client. The Client will subsequently be sent a reminder by The Agent. If additional details are not received within 48 hours of this email (or 24 hours prior to arrival if sooner) the booking shall be treated as a Cancellation by The Client and the booking dates will be released in attempt to re-book the property (See Cancellations for Policy details).


Please note restoration of the holiday shall be treated as a new booking where the full accommodation cost is due; since the dates will be released restoration cannot be guaranteed. The Agent shall not be responsible for any charges incurred on transactions processed from the card number held on file.

 

Release of the Cautionary Deposit

The Security Deposit is a pre-authorisation, the money is held by your bank as opposed to Luxury In The Cotswolds Ltd. The Security Deposit is held up to 7 days prior to arrival & will be released within 14 days of your departure from the property less any costs incurred. The deposit is held on the card used to pay the balance unless specified otherwise by you the guest.


In the event of damages/loss attributed to The Client, a member of their party or to any guests/visitors or services (example: chefs, beauticians, personal trainers) during their stay The Agent shall notify this to The Client as quickly as reasonably possible together with any evidence provided by the Owner. The Client will be offered the remaining time period of the held Security Deposit to return any missing items. All costs of any remedial action shall be deducted from the Security Deposit and the balance refunded to The Client.


In the event that the cost of rectification for losses or damage caused by The Client, a member of their party or any guests/visitors or services (example: chefs, beauticians, personal trainers) exceeds the Security Deposit held, The Agent shall notify The Client of any additional amount owing. The Client is advised that the property Owner reserves the right to pursue recovery of any additional cost over and above the Security Deposit and for this reason adequate personal liability insurance is strongly recommended. Should additional costs be incurred we shall provide The Clients’ contact details to the Owner to facilitate recovery directly.


The Agent will not be held accountable for any bank charges or other losses incurred by The Client that result from us being unable to contact The Client to advise of any damages that may have occurred during their stay requiring deduction from the Security Deposit. In this instance, The Agent cannot guarantee the balance of these funds will be released within 14 days.


Please note: If we are awaiting a quote from the Owner for repair/replacement of items, an extension of this 14 day timescale may be necessary. Please ensure we have all relevant contact details to enable us to contact you when releasing your damage deposit.

 

Booking Amendments
Requests to change confirmed booking dates must be made no later than three months prior to the arrival date. The Agent will make every effort to facilitate a booking amendment, however requests are subject to the consent of the property owner and may be declined. A £30.00 Administration Fee may be charged to The Client for each amendment.


By agreeing these T&Cs The Client warrants that they will not sell or transfer the booking to another party without The Agents consent.

 

Disclaimer
Payments are accepted by us in good faith and in the belief that the property will be available for your booking. If for any reason this is not possible due to operational issues or circumstances outside of the control of the proprietor, we will do our upmost to ensure another property is made available to you. If a replacement property is provided there will be no upgrade charged.


If we are unable to offer you suitable alternative accommodation your deposit will be refunded in full and as such you will have no claim against the Proprietor or Agent. The Proprietors reserve the right to alter or amend the facilities or amenities available without prior notice.

 

Arrival and Departure

Your property will be available from 4PM on your arrival day, the key to your property will be held in the property’s lock box. The code for this & the code for the access gate is issued 24 hours prior to arrival via the lead guests email, please ensure you have this information with you prior to your arrival. Please note this is subject to security deposit being in place & no outstanding queries/issues, should there be a query codes will not be issued until the query has been completed.


Please leave the property by 10AM on your departure day. No re-admittance to the property for left belongings will be permitted after this time.


Please note Luxury In The Cotswolds Ltd reserves the right to charge for an additional days hire for unauthorised departures after 10AM.

 

Pets
A maximum of 2 dogs are allowed at the Proprietors discretion, this must be requested and added to your booking on the booking form, there is a £50.00 charge per dog.


Dogs must be quiet and well behaved, they are expected to remain on a lead when in communal areas. Please ensure all fouling is dealt with immediately for the sake & hygiene of other guests.


Dogs must not be left unattended in the lodge at any time and owners must bring suitable sleeping basket[s]. Dogs are allowed downstairs with the exception of bedrooms, no dogs are permitted upstairs.


A lead, bowl are provided should these be forgotten, please note these are on lend only and will be chargeable should they be absent from the property following your departure.

 

Children & Infants
At child-friendly properties in which the Owner has provided a high chair or other similar facilities, these are for use at the discretion of The Client and neither the Owner nor The Agent shall be responsible for any damages that occur as a result of usage.

 

Occupancy
The number of people occupying the hired lodge must not exceed numbers stated on booking. A pro-rata charge will be deducted from the cautionary deposit should unauthorised guests stay in the property.

 

Smoking
Smoking is not permitted in any of our properties. Smoking is permitted in the communal outside areas, please use cigarette disposals provided.

 

Use of accommodation
The hired property shall be used solely for holiday purposes and The Client shall not sub-let the property or any equipment hired. Lodges may not be used for parties or gatherings, whether planned or impromptu, involving more than the insured capacity of each property.

 

Communal & Outside Areas

The rights of other guests and local residents to enjoy the peace and quiet of the area must be respected at all times. For this reason we do not allow music to be played outside of the properties or audible from the properties assigned patio. Guests are expected to moderate their sound and behaviour to avoid causing distress or offence at all times.

 

Access to Properties
The Client shall allow the Proprietor entry to the properties for all reasonable purposes.

 

Linen
Sun cream, fake tan, make-up and hair dye can all cause permanent damage to bedding, linen and towels and The Agent asks The Client to take care when using these products. If damage / staining does occur and the items cannot be cleaned, a charge may be levied from the Security Deposit to replace these items.

 

Hot Tube (The Cart Shed & The Grain Store)
Sun cream, fake tan, make-up, nail varnish, oils & lotions and hair dye can all cause damage to the hot tub and The Agent asks The Client to take care when using these products. If damage / staining does occur and the items require cleaning or cannot be cleaned, a charge may be levied from the Security Deposit to replace these items. Please note a test will be carried out every three days on the hot tub in the interest of hygiene, this will be conducted by a member of our team who will have a key for access.


Please note the charges for cleaning/emptying the hot tub due to staining/damage start from £100.00.

 

Cleaning and damages
The Client is legally obliged to take all reasonable and proper care of the property including buildings, gardens, fixtures, fittings, furniture, pictures and other effects in or around the property and shall leave them in the same state of repair and condition at the end of the rental period as found at the beginning. If a party uses more than one lodge they are expected to ensure that each lodge has the correct inventory on departure. Should excessive re-appropriation of items from another barn be required, a charge may be deducted from the security deposit.


In the event of any damage to property or equipment during the stay, The Client is required to notify The Agent at the point of damage or as soon as possible. Any damage may be deductible from the security deposit.


The Client shall leave the property in a clean and tidy condition; this includes cleaning all cutlery and crockery and placing all rubbish in appropriate waste or recycling bins. Should this not be adhered to a charge may be deducted from the security deposit.


The Client agrees to respect their surroundings and not to disturb or otherwise annoy the occupants of neighbouring properties. The Client also agrees to adhere to any specific noise restrictions in place at the property. The Owner reserves the right to enter the property to investigate concerns relating to the care of the property or to disturbances. The Owner is within their rights to request that Clients vacate the property with immediate effect if it is found to be in a neglected or damaged condition.

 

The Property has heating and hot water to be on for optimum times of the day which we believe to be more than adequate. If more heating is required this can be requested at an addition cost. If for a reason the heating has been adjusted and to exceeds its set timings the cost will be deducted from the security deposit.


Failure of The Client to exercise reasonable care may result in deductions being made from the Security Deposit.


On departure, if the Owner is dissatisfied with the condition of the property they may refuse to take a booking from The Client again. If a Client is excluded from the property for any reason, The Owner reserves the right to prevent The Client from booking any other property. Please note: Do ensure that you take all your belongings with you when you depart the property, as The Agent reserves the right to deduct any charges incurred in returning your property from your Security Deposit and/or debit/credit card held on file.

 

Eco Friendly
Our listed properties are all made as Eco-friendly as possible, as such they may have technology or systems you are unfamiliar with. The environment is very important to us and we want to take care of it. Please refer to the information book provided in your property for information on heating, hot water & ventilation in the property.

 

Hirer’s property
No liability is accepted by Luxury In The Cotswolds Ltd or the Proprietor for loss or damage to hired or passenger’s property, baggage, inclusive of vehicles. No liability is accepted by Luxury In The Cotswolds Ltd or the Proprietor for any accident or mishap to persons whilst on the premises.


The Proprietor reserves the right to refuse admission of persons or pets that in the opinion of the Proprietor is/are not suitable to take charge or are causing a disturbance or nuisance which may upset the peace and tranquillity of other holiday makers. In the event of termination of a let a pro-rata refund of any un-expired portion of rent less the deposit and administration charge may be made.

 

Insurance Requirements
Insurance is not mandatory as part of the T&Cs, The Agent strongly advises the purchase of holiday insurance. Clients should obtain insurance that at least includes holiday cancellation cover for the value of their booking for their own protection and peace of mind. Ideally the insurance policy will cover other eventualities such as travel and road conditions as neither The Agent nor the Owner shall be liable for circumstances that may prevent you accessing the property (see Force Majeure, below). Clients are legally responsible for any damage caused during their stay at the property therefore we also strongly recommend that any insurance covers losses due to personal liability claims.

 

Property Standards
The properties marketed by The Agent are inspected carefully on a regular basis; however The Agent does not accept any liability for any misrepresentation by the Owner or any change made by the Owner since our inspection. Changes may occur during the period between the preparation of the description and your accommodation booking; therefore The Agent reserves the right to change any of the facilities or services advertised. The Agent does not accept responsibility for modifications made by the Owner without our knowledge; for breakdown in water supply, gas or electricity; for infestation, although the Owner will do everything within their control to arrange for these problems to be solved. It is a requirement that any problems are reported immediately to the property The Agent.

 

Property Maintainance Issues and Complaints
The Client must report any pre-existing damage noticed upon arrival within 24 hours.


If any issues arise during the stay The Client must contact The Agent as soon as reasonably practicable for the issue to be investigated and, if required, to take any remedial action. If an issue is not reported and the Owner is denied an opportunity to investigate or rectify a problem during the holiday, then The Client will have waived all rights in the matter.


If The Client feels that their complaint has not been resolved satisfactorily on completion of the holiday, The Agent requests that the verbal complaint is followed-up by writing to the Owner within seven days of departure from the property.

 

Privacy Policy
Any personal information supplied to The Agent is used, held or stored in accordance with the Data Protection Act 1998.


The Agent shall only make information about you available to those involved in supplying your holiday; this includes the property Owner to whom we will provide The Client name, additional guest names and Client contact details. The Agent never provides Client information to anyone else without first obtaining consent, unless we are obliged by law to disclose it.


Personal information provided by The Client in registering for a service will be used by The Agent in the provision of that service or to inform you about any other of our services that may be of interest.


In agreeing these T&Cs The Client warrants that the property details, including the property name, address and Owner details will not be reproduced or passed onto a third party without permission from The Agent.


For the security and privacy of the Owner, the full details, including the address, comprehensive directions and key collection arrangements shall be sent 24 hours prior to arrival.

 

Intellectual Copywrite
The copyright and all other rights on www.luxuryinthecotswolds.co.uk are owned by The Agent or the material is included with the permission of the rights owner; copying site content for any commercial or business use is strictly prohibited.

 

Liability
The Agent shall not be liable for any act, neglect or default on the part of the Owners or any other person not within the employ of The Agent or otherwise under their control, nor for any accident, damage, loss, injury, expense or inconvenience, whether to person or property, which The Client or any other person may suffer or incur arising out of, or in any way connected with the rental accommodation unless The Agent is responsible. In addition, The Agent accepts no liability for loss of or damage to a Client’s possessions on the Owner’s property or land. Nothing in these conditions excludes or limits the liability of The Agent: for death or personal injury caused by The Agent’s negligence; or for any matter which it would be illegal for The Agent to exclude or attempt to exclude their liability.


Whilst we do not exclude or limit our liability for loss or damage sustained by Clients as a result of negligence by our employees or agents, this cannot extend to actions/omissions by the property Owner over whom we have no direct control.


The Agent (for itself, its employees and agents) and the Owner shall not, except if caused by our negligence or breach of these Booking Conditions, be under any liability to The Client or third parties for any accident, damage, loss, injury, expense or inconvenience, which may be suffered, incurred or arise out of or in any way connected with the rental. No term of the Contract is enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not party to the Contract.

 

Exclusion of Liability for Suppliers Good and Services
The Agent includes a number of suppliers on www.luxuryinthecotswolds.co.uk and can accept no liability for any goods or services provided by these suppliers. The Client should check that they agree to the suppliers’ own terms and conditions before trading with them.

 

Force Majeure
The Agent cannot accept any liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by circumstances amounting to
force majeure. Force majeure is any event which The Agent or the Owner could not, even with all due care and attention, avoid. Such events may include war or threat of war, civil strife, natural or nuclear disaster, industrial dispute, terrorist activity, fire, adverse weather conditions, unforeseen local building or road-works, unavoidable technical problems with transport, closure or congestion of airports or ports, cancellations or changes of schedule by scheduled airlines and all similar circumstances beyond our control.

 

Breach of Contract
If any of the above conditions are breached by The Client or any member of their party, the Owner or The Agent reserves the right to enter the property and request that the party leave the property with immediate effect.

 

Govening Law
This agreement is governed by English law with English Courts having exclusive jurisdiction.

 

Acceptance of Terms & Conditions
Please note payment of deposit (or full payment if late booking) is taken as acceptance of these Terms & Conditions.

 

Thank you for completing the booking form and taking the time to read through the Terms and Conditions.


Luxury In The Cotswolds Ltd
Registered Office Tew Farmhouse & Barns, Enstone Road, Great Tew, OX7 4AB. Company Number 9360383