Booking Terms and Conditions
1. THE CONTRACT
1.1 A contract shall only arise when we have received your booking details and/or booking form, deposit or full payment and we have confirmed your booking by email (the Contract).
1.2 The Contract for short-term holiday rental accommodation for the dates of your booking will be between Dafarn Rhos Limited (we or us) and the person making the booking (you or your) under the following terms and conditions. These terms and conditions shall apply to and form part of the Contract and the Contract shall be governed by English and Welsh laws. These terms and conditions do not affect your statutory rights.
2. BOOKINGS, PAYMENTS and DEPOSIT
2.1 Bookings can be made by using our enquiry or booking form on our website, email or telephone. Upon acceptance of your booking you are required to pay a deposit of a third of the cost of the accommodation or full payment (if under 8 weeks or a short break), for the dates of your booking and a booking fee of £25. The deposit forms part of the payment for the accommodation for the dates of your booking, this will only be refundable in the circumstances set out in Clause 3.
2.2 Upon receipt of the deposit or full payment we will confirm and send you a summary of your booking.
2.3 The balance will be due no later than 56 days (8 weeks) from the start date of the accommodation dates booked by you.
2.4 Full payment is due at the time of booking a) if your booking is made within 56 days (8 weeks) of the start date of the accommodation dates booked by you or b) if your booking is a short break i.e. under 7 nights.
2.5 We are entitled to cancel a booking where payment has not been received when due. We will send you one reminder and do our best to contact you by telephone and email before any such cancellation. If we cancel in such circumstances, we will attempt to re-let the accommodation. If we are able to re-let the accommodation you may be entitled to a refund or your liability to us may be reduced (in the same way as envisaged by Clause 3.3).
2.6 Once you have a confirmed booking your ability to cancel and receive a return of any monies paid by you is set out in Clause 3 below.
2.7 Once a booking is confirmed the dates of your booking are not transferable, other than by us in the limited circumstances contemplated by Clause 3.5 below following a Force Majeure Event. If you are unable to make use of your booking, you may transfer your booking to a third party with our consent which we will not withhold unreasonably.
2.8 The booking fee of £25 is non-refundable and is in addition to any payment for the cost of the accommodation.
2.9 We strongly recommend you take out holiday travel cancellation insurance immediately following your booking being confirmed. It is your responsibility to ensure that you have adequate insurance in place, to cover any loss or damage that you may suffer as a result of any cancellation of your booking. If you choose not to take out holiday travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.
3.1 Cancellation by you
If you need or wish to cancel your booking, you need to confirm your intention to cancel in writing by email to us as soon as possible, as this will give us a chance to re-let the accommodation. We will email you to confirm the cancellation.
3.2 Cancellation by you more than 56 days prior to the first day of your booking
If you notify us of your wish to cancel more than 56 days before the first day of your booking, you will not be liable to pay the balance.
Where we are able to re-let the accommodation for all or part of the period of your booked dates, you will be entitled to the return of your deposit, less in all cases an administration fee of £35, to cover our costs and any third party costs related to the cancellation and rebooking (such costs include our admin costs, bank fees, accounting fees and agent’s fees or commission payments).
The amount we refund to you under this Clause will depend on the final letting price that we receive for the new booking, which may be less than you have paid or agreed to pay.
If we are unable to re-let the accommodation for the dates of your booking you will not be entitled to the return of any of the deposit.
3.3 Cancellation by you less than 56 days prior to the first day of your booking
If you notify us of your wish to cancel less than 56 days before the first day of your stay, you will be liable to pay the balance (if you have not already paid it). Where we are able to re-let the accommodation for all or part of the period of your booking, you will be entitled to the return of all or part of the cost of your booking, less in all cases an administration fee of £35 to cover our costs and any third party costs related to the cancellation and rebooking (such costs include our admin costs, bank fees, accounting fees and agent’s fees or commission payments).
The amount we refund to you under this clause will depend on the final letting price that we receive for the new booking, which may be less than you have paid or agreed to pay.
If we are unable to re-let the accommodation for the dates of your booking you will not be entitled to the return of any of the deposit or balance payment.
3.4 Your inability to travel
Your inability (or the inability of any, some or all of your intended occupants) or disinclination to travel to and stay at the accommodation booked by you for any reason including but not limited to, illness, (including Covid), requirement or recommendation to self-isolate or quarantine, shielding, jury duty, military service, incarceration, change in personal or work circumstances, family emergencies, accident, injury, travel delays and vehicle breakdown remains at your risk and does not give rise to a right to cancel or to receive a refund other than under the terms of Clause 3.
You are strongly recommended to take out holiday travel insurance to cover these eventualities. If you choose not to take out holiday travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.
3.5 Cancellation by you due to a COVID-19 / Coronavirus local lockdown
In the event that your given address is put into local or regional lockdown with a travel restriction covering your booking dates, or your booking has to be cancelled because all short-term holiday rental accommodation at Dafarn Rhos are put under Government Restrictions and have to close and the period of closure covers your booking; we will transfer your booking dates to another date or give a refund of the amount you have paid.
If you cancel your booking in accordance with this Clause 3.5 and the relevant rules / guidance are later eased or amended so that you are able to travel for the dates of your booking and we have not yet re-let the accommodation, we will reinstate your booking allowing you to continue with your booked dates. If you do not wish to have your booking reinstated, then the cancellation and any refund shall be dealt with in accordance with Clauses 3.1-3.4.
Where part of your booking is impacted by such a restriction, any entitlement to a refund shall be adjusted proportionally to reflect the period that you otherwise may have been able to stay in the accommodation.
If you do not notify us as soon as possible after you become aware that a local lockdown will likely prevent you from travelling, we reserve the right to reduce the amount returned to you, to a lesser amount as the failure to notify us is likely to have an impact on our ability to re-let the accommodation. You should not assume that because we have your address at the time of booking, that we are able to track the circumstances of your locality and any restrictions that may or may not apply to you.
3.6 Cancellation by us
If our performance is hindered or prevented by a Force Majeure Event (please see definition below), we may, at our sole discretion, offer you:
(a) a full or partial refund; or
(b) alternative dates; or
(c) such other remedy as we consider appropriate (acting reasonably) with regard to the circumstances.
For the purposes of this Contract, Force Majeure Event means any of the following circumstances which may hinder or prevent the performance by us of the Contract, including but not limited to: (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent; (f) collapse of buildings, fire, explosion or accident; (g) any labour or trade dispute, strikes, industrial action or lockouts; (h) non-performance by suppliers or contractors; and (i) interruption or failure of utility service.
3.7 We reserve the right to refuse to hand over the accommodation to (or to allow the continued occupation by) any person who in our reasonable opinion is not in a suitable state to take charge of it.
3.9 In the circumstances described in 3.7 and 3.8, no refunds shall be given unless we are able to re-let the accommodation, and having done so have fully recovered any costs associated with the relevant circumstances.
4. ARRIVAL and DEPARTURE
4.1 We cannot accommodate early arrival or late departures, as we need this time to carry out ground maintenance and prepare the accommodation for the next customers.
4.2 You may access the accommodation from either 3pm or 4pm, which will be dependent upon the time the accommodation is ready for you, on the day of arrival.
4.3 You must vacate your accommodation and parking area by no later than 10am on your day of departure.
5. CONTACT US, PROBLEMS AND COMPLAINTS
5.1 We value your custom and want you to enjoy your stay. We live on site, and will do our best to resolve any issues as soon as we can. If you have any problem/s, issue/s or cause for complaint, we ask that you contact us immediately to give us the opportunity to investigate the matter/s and where possible resolve them.
5.2 Under no circumstances will complaints be acceptable or any compensation be considered or made for complaints made after your holiday has ended, when you would have denied us the opportunity of investigating the complaint and endeavouring to put matters right during your stay.
6. SECURITY DEPOSIT, BREAKAGES, DAMAGE and CLEANING
6.1 When paying your balance or full payment you will be asked to pay a security deposit of £100 to £200 depending on which accommodation you booked. It will be returned to you, onto the debit/credit card connected to the bank account from which payment was paid, within 7 days of departure providing no costs are incurred. You and all members of your party agree to take care of the accommodation and its contents. Any issues should be notified immediately upon arrival to prevent any dispute.
On departure, you are required to leave the accommodation, garden and all items within it, in a clean and tidy condition with all its contents in the same place and condition as at the start of your stay. Please ensure that you have washed and dried up (or loaded the dishwasher and started the cycle), removed rubbish from the accommodation, putting it in the relevant bins/ recycling facilities and ensure that hobs/grills/ovens are clean and free from grease. Please return any furniture or other items that you have moved, back to where they were on arrival.
If you damage the accommodation or its contents or fail to comply with other obligations giving rise to costs incurred by us, you are required to cover the cost of any resulting damage or items and this/these may be deducted from your security deposit. The security deposit is principally to cover repairs or replacements as a result of damage, breakages and/or extra cleaning costs – for example where the accommodation has not been returned to us clean and tidy. We take pride in making sure the accommodation is of a high standard, in particular the cleanliness, for our customer’s arrival. After the accommodation is vacated the changeover staff/housekeepers/cleaners go in to change the bed linen, check for damage or left items and clean all surfaces to ensure the accommodation is thoroughly cleaned prior to the next customer’s arrival. However, they are not expected to clean up anything left by customers i.e. rubbish, mess, waste, dirt, stains, sand, or dog hairs and therefore there will be a charge to cover any extra cleaning, if required.
6.2 We appreciate that accidents can happen and we take a pragmatic and sensible approach to damage and breakages – we would not charge you for the odd broken mug or glass, but please do inform us of any breakages or damage so that we can put it right for you and the next customer. However, for example if you decide to dye your hair and the product used discolours tiles / fittings; if you apply tanning products and this spills on and discolours the furnishings or bedding; or if you leave pots and pans unwashed or with burnt on food residue, then we will need to deduct the cost of putting things right.
6.3 You agree to behave in a way at all times while at the accommodation which does not break any law or disturb neighbours. You and all members of your party also agree not to use the accommodation for any illegal or commercial purpose, including subletting it or otherwise allowing anyone to stay in it who are not named on the booking form. You are responsible for any breakage and/or damage to the accommodation and or/its contents along with any extra costs, including cleaning, that may result - which are caused by you or any members of your party. We can ask for an extra payment from you to cover any related costs. We can refuse to allow you into the accommodation or ask you to leave if we believe you or any member of your party are behaving illegally, or that any damage is likely to be caused, has been caused or is being caused by the behaviour of you or any members or your party. We will treat these circumstances as a cancellation by you and no refund will be given.
7 USE OF THE ACCOMMODATION
7.1 The accommodation is for holiday use only and must not be used for any other purpose. Your stay does not give rise to any tenancy or the relationship of landlord and tenant between the parties.
7.2 The maximum number of people, including children and infants, allowed to stay in the accommodation must not exceed, under any circumstances, the maximum number of people the accommodation is stated to accommodate on the accommodation website. Only the people listed on the booking form, with their names and age if under 18, may stay in the accommodation. No children under 18 can stay in the accommodation without an adult or be left unattended at any time. If you wish to add or replace someone at a later date, but prior to arrival date, you will need to request the change in writing and await written consent. You shall not part with possession of the accommodation or share it, except with members of the party named on the booking form. You can only have visitors or hold events (such as parties, celebrations or meetings) at the accommodation with our consent at the time of booking. We reserve the right to refuse admittance or require you to leave if this condition is not observed.
7.3 If you wish to invite additional visitors to visit you in your accommodation during your stay, please ask us in writing. We will try to accommodate this, however we need to comply with the maximum occupancy limits and consider the neighbouring properties. Dogs or children (under the specified age) that are not allowed to stay in certain accommodation will not be allowed to visit those properties. If you wish to hold an event, such as a party, celebration or meeting at the accommodation, you need to make a written request and receive written consent before booking.
7.4 You must not use the accommodation for any illegal, dangerous, offensive, noxious or noisy activities or behave in a way that may be a nuisance or annoyance to us, other guests or our neighbours. Dafarn Rhos is situated in a peaceful rural location and we ask that you respect that and other guests. As such, the playing of music, singing or other excessive noise that can be heard outside of your accommodation after 10pm is not permitted.
7.5 Smoking and vaping is not allowed in the accommodation. If smoking outside, guests are requested not to smoke in doorways or near open windows and not to leave any trace of smoking in internal bins, around the accommodation or garden.
7.6 Your use of the accommodation does not entitle you to charge an electric vehicle or appliance other than personal electronic devices. Under no circumstances are extension leads of any kind permitted to be used as these cause a health, safety and electrical fault risk. If you have particular charging requirements, please get in touch before your stay and we can discuss the matter.
7.7 We retain the reasonable right of entry to the accommodation at all reasonable times for purposes of inspection, due to a cause for concern, or to carry out any necessary repairs or maintenance. We will do our best to minimise disruption to you if we need to enter the accommodation during your stay. In an emergency, cause for concern or if a problem needs sorting out quickly and you cannot be contacted in time, we or our representative/s (including workmen), can enter the accommodation at any time without giving you prior notice.
7.8 (a) If you wish to engage any third party to perform any service (including by way of example private catering, beauty therapy, childminding or entertainment services) at the accommodation you must obtain our written permission. Such permission should be requested in advance of your stay with details of the entity you intend to use to perform the service, the service to be performed and details of their public and employer’s liability insurance. Consent will only be given where we and our insurers are happy that the appropriate risks have been covered.
(b) Any recommendation of a third party, business, service or supplier made by us will be based on our genuine belief or experience or feedback received by us from other guests or local contacts. A recommendation by us of a third party, business, service or supplier does not relieve you of the requirement to obtain our written permission.
(c) We will not accept liability for the services provided (or failure to provide such services) by any third party, business, service or supplier used by you in the course of your stay (regardless of whether they are recommended or referred by us). This will not apply where we have been negligent or dishonest in this regard.
7.9 The use of candles, fireworks or Chinese lanterns is not permitted in any circumstances.
8. FIRE and SAFETY
We abide by all the up-to-date rules and regulations on holiday let fire safety. Further details will be supplied on booking and in the property information book. If required prior to booking, please submit a request.
Under the new regulations, we prohibit the use of chip pans, deep fat fryers, candles and burners of any type in or outside the property, including fire pits and campfires. Any forms of portable heating and electric blankets are also prohibited due to the increased fire risk.
If you wish to bring any electrical items with you i.e. hair dryers, mobile chargers, gaming consoles, coffee machines etc. please ensure they and the leads/cables are in good working order and showing no signs of damage.
(a) Pets are allowed only with permission at time of booking and are charged at £20 per pet per stay.
(b) Pets are allowed in The Cottage, Seaview Lodge and Beach Lodge.
(c) Pets are not allowed in Lligwy View, Seashells and Beach Lodge.
(d) Pets are not allowed on any furniture, in any bedrooms, upstairs or on any beds.
(e) Pets must NEVER be left alone in the accommodation or its garden.
(f) Pets must not bark excessively.
(g) For the return of the security deposit in full or part, and or to avoid any additional charges the accommodation must be left as it was found, clean and tidy with no evidence of dog occupation inside i.e. hairs or damage and outside i.e. any dog waste or damage to the grass.
If a dogs cause a disturbance or are a nuisance to others or in breach of any of the above dog terms and conditions, you will be asked to remove the dog(s) from the accommodation immediately and permanently - no refund will be given.
10.1 You must take all necessary steps to safeguard yourselves and your accommodation.
10.2 We, our employees, contractors and representatives shall not be liable to you or your party for loss or damage to accommodation.
10.3 We, our employees, contractors and representatives shall not be liable to you or your party for accidents or injuries to you and your party, either within the accommodation or outside unless demonstrably caused by our negligence or wilful misconduct or that of those for whom we are legally responsible.
10.4 We shall not be liable to you for the failure or non-availability of any particular facility in the Cottage or at the site although in all cases we will seek to rectify any such failure as soon as is reasonably practicable.