Booking Terms & Conditions
Heritage Hideaways Ltd (HHL) acts as agents on behalf of the Owner (Owner) of the property (holiday cottage or chalet). When issued this contract is between you the Client (Client) and the Owner.
HHL arranges short term holiday rentals of properties as agents for the Owner. The contract is between the Owner and the Client, i.e. the named person on the booking. The Client shall not pass the booking to another party without the approval of HHL. The Client must notify HHL of any changes to the number of people or pets staying at the property in writing before commencement of the booking. The Contract will be entered into when HHL issues the confirmation form and will be subject to all these Booking Conditions. The Client should check the Confirmation Form carefully. The Contract is for the hire of the property for holiday purposes only unless otherwise agreed in writing by HHL. We do not accept bookings from persons under the age of 18. Heritage Hideaways reserves the right to refuse any bookings for any reason.
A booking deposit of 25% of the rental fee is payable if the booking is made more than 6 weeks before the start of the rental. This deposit must be paid within 5 days of your provisional booking. The balance shall be payable 6 weeks before the commencement of the rental. Non-payment of the balance of the rent on or before the due date may be treated in absolute discretion as a cancellation of the Contract by the Client and HHL may seek to re-let the property. In such circumstances the deposit shall not be refundable. For bookings made less than 6 weeks before the commencement of the rental, the total fee is payable. For bookings made less than 2 weeks before the commencement of the rental, no cheques can be accepted.
HHL reserve the right to cancel the booking where full payment has not been received within 21 days of the holiday commencement date. The deposit paid on the booking is non-refundable.
Payment can be made either by cheque, debit card or credit card. Please note that there is a 2.5% commission charge for using a credit card to contribute to the additional banking charges incurred by HHL. No charges will be incurred for debit card payments.
HHL charge a fee of £28 per booking, payable at the time of booking.
All payments shall be made to Heritage Hideaways Ltd.
If you choose to leave early (before the end of your rental period) for whatever reason, no refund will be offered or given.
Any cancellation made by the Client for whatever reason shall be in writing and addressed to Heritage Hideaways Ltd, 9 Pinkneys Lane, Southwold, Suffolk IP18 6EW. On receipt of notice of cancellation, HHL will seek to re-let the property for the period of booking. If HHL is successful in re-letting the property for the whole period it shall refund all the monies paid less an administrative charge of £25 per booking. If HHL only succeeds in re-letting the property for part of the period booked it shall refund an amount equal to the money paid less (1) the rental for the period which is not re-let and (2) an administrative charge of £25. If HHL is unable to re-let the property at all then all monies paid by the Client shall be retained by HHL. HHL strongly recommends that Clients take out Cancellation Insurance.
Where for any reason the property ceases to be available or becomes unsuitable, HHL may, at its absolute discretion, cancel the booking and in that event all sums paid by the Client will be refunded or, if the Client so requests, HHL will endeavour to book a suitable alternative for the Client.
4. Changes of Date
HHL may consider a request from a Client to change the dates of the booking after confirmation has been issued. Agreement will be given subject to all of the following conditions being met: (1) the property Owner agrees to change (2) the request is received more than 6 weeks away from the start of the booking and (3) the Client pays an administration fee of £25.
5. Period of Hire
Rentals commence, unless otherwise notified, at 4.00pm on the day of arrival and terminate at 10.00am on the day of departure. Minimum three night short breaks are available in low season. In high season (i.e. peak holiday periods) the minimum rental period is 7 nights.
6. Persons and number of Persons using the Property
The number of persons occupying a property must not exceed the maximum number stipulated on the property details. HHL reserves the right to refuse entry to the entire party if this condition is not observed.
All Children staying at the property must be accompanied by parent(s) or legal guardian(s) at all times.
We hope your holiday runs smoothly. However, should there be any cause for complaint during the occupation of the property, it must be notified promptly to HHL and in case of serious problems, confirmed in writing. We cannot accept claims for compensation lodged after departure as it is not possible to investigate the problem and put corrective actions in place. Some of the properties are in rural areas and Clients need to understand that the sounds and smells associated with country living cannot be avoided.
8. Security Deposit for Breakages or Damage
The Client agrees to reimburse the Owner for replacement, repair or extra cleaning costs. A Security Deposit is payable at the time of the balance of the cost of the holiday and is held by HHL until satisfactory inspection of the property, either by HHL or the Owner, within two weeks of the property being vacated. Please note, if you pay your balance by credit card, the 2.5% commission charge will not apply to the Security Deposit component of the balance payment. Following inspection of the property, the sum of the Security Deposit will then be refunded to your original payment card. If you paid by cheque, a cheque for the sum of the Security Deposit will be raised and forwarded by post. Should there be a problem with replacement or repair of items in the property or extra cleaning required in the property, the Client will be contacted by HHL by phone or email as soon as possible after the event to discuss the situation and finalise the amount of the costs and the level of Security Deposit refund. The Security Deposit is graded as follows:
- £50 on beach huts
- £100 on chalets at Kings Chalet Park
- £150 on properties sleeping up to 5 people
- £250 on properties sleeping over 5 people
Please note that other Security Deposit amounts may apply for individual properties and this will be highlighted on the Property Description details on our website.
9. Care of the Property
The Client shall take all reasonable and proper care of the property and its furniture, pictures, fittings and effects in or on the property and leave them in the same state of repair and condition at the end of the rental period as at the beginning. The Security Deposit will be banked to cover the replacement or repair of items in the property or extra cleaning required in the property. (Note: see 8 above).
10. What is Included
Electricity, gas and oil, where supplied to the property, are included in the rent unless otherwise stated in the property details. HHL supplies a small bag of fuel for open fires where available. Bed linen and towels are provided for most properties. However, please ensure you have checked the details of the respective property on the web site or with a member of staff. Cots, High Chairs and Stair Gates can be provided by arrangement with HHL at a cost of £15 per item. All baby bedding and linen should be brought by the Client.
If any members of the party have any allergies please bring your own bed linen and pillows.
Well behaved dogs are welcome in most properties but must be under proper supervision and control at all times. Clients must ensure that all pets are in good health and have been treated for worms and fleas on a regular basis as this may incur additional cost or loss of deposit if issues occur. All dogs must be at least 10 months old and have full immunizations. Pets are not allowed on any furniture or bedding and must not be left unattended in the property. Pets are charged at £15 per booking per pet.
Neither HHL (for itself, its employees and agents) nor the Owner shall be liable to the Client or third parties for any damages, loss, expense or inconvenience which may be suffered, incurred, arise out of, or should be in any way connected with the rental or its cancellation or amendment. If the property which the Client has booked becomes unavailable or unusable for some reason prior to the date of a booking, then HHL's obligation will be to (1) use their best endeavour to find a suitable alternative property, or, failing which, (2) to reimburse the Client for any monies paid. Occasionally facilities or equipment at properties may change between booking the property and the arrival of guests at the chosen property. This may be outside of our control and we cannot be held liable, nor provide prior warning.
In any case of cancellation or variation of any booking due to the fault of HHL or the Owner, neither the Owner or HHL shall be liable to the Client in any amount greater than the price paid for the hire and neither the Owner nor HHL shall be liable for any consequential loss, compensation or damages for injury to feelings or disappointment which might otherwise be claimable as a result of variation or cancellation of the booking.
These terms represent the entire agreement between the parties and exclude liability for any representations made verbally which might otherwise be incorporated as part of the contract between the Client and the Owners. Neither HHL nor the Owners warrant nor are responsible for the accuracy of any verbal information given or statements made by its servants or agents.
14. Right of Entry
HHL shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
15. Cancellation Insurance
Cancellation Insurance is not compulsory but HHL does strongly recommend such insurance cover to protect against the cancellation penalty. All cancellations must be notified in writing.
All information from our website has been compiled from up to date information, which we amend as frequently as possible. Whilst every effort is made to ensure the accuracy of the property, all statements and descriptions are made in good faith and are for guidance only. Photos are for illustrative purposes only. HHL and the Owners cannot be held responsible for changes to the property after listing or mistakes in the description. Any specific requirements which the Client has in relation to the property or any facilities provided must be notified in writing to HHL.
Any dispute between you and the Owner will be governed by English Law and subject to the exclusive jurisdiction of the English Courts.
Please read these terms and conditions before booking your holiday cottage. If you have any questions please do not hesitate to ring us on 01502 724 782.