Bookings, cancellations etc.

The Contract for a short-term holiday rental will be between the Owners of Swainsley Farm (referred to as “us” or “we”) and the person making the booking (referred to as “you’ or “your”) under the following booking conditions:

– UK Law will govern the Contract.

– the Contract is not effective until we have received and processed the deposit.

– the party leader must be at least 18 years of age at the time of booking and the booking form must list the names, addresses and ages of all people in your party.

– Bookings are confirmed on receipt of the booking form with a deposit for 1/3 of the holiday cost. The balance of the rental will be due six weeks prior to the start of your holiday. We will send you a reminder when the balance is due and reserve the right to cancel the holiday where payment has not been made within 7 days of notification. If the booking is made within six weeks of the holiday start date, then payment will be due in full.

A2. Cancelations and Refunds. Cancellations by You must be notified to us immediately by phone and email and once received in writing we will confirm the cancellation request.

Lockdown – In the event of a National Lockdown coinciding with your holiday so that you are unable to travel and we are prevented from opening, you will receive a full refund.

Regional/Local Lockdown – In the event that the address given on the booking form is put into Local/Regional Lockdown and the period of restriction covers the period of your booking rendering you unable to travel, you will receive a full refund. 

If Swainsley Farm is put under Government Restrictions and has to close and the period of closure covers Your booking You will be refunded in full.

Cancellation by Us. If we (Swainsley Farm) have to cancel your booking for any reason, including a Force Majeure event, you will be refunded in full. A Force Majure event could be any of the following:

(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.

Customer inability or disinclination to travel (or of any of Your party) to stay at Swainsley Farm including, but is not limited to: illness (including Covid), a requirement or recommendation to self-isolate or quarantine, shielding, a call to jury duty, military service, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport. These remain at Your risk and do not give rise to a right to cancel or to receive a refund unless We re-let the property, other than according to the sliding scale below.

You are strongly recommended to take out UK travel insurance to cover these eventualities.If you choose not to take out UK travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.

All refunds will be subject to a non-refundable administration fee of £75 to cover our costs including re-marketing, bank and accounting fees.

If you cancel more than 6 weeks ahead of your holiday we will refund your deposit, less £75.

 If you cancel less than 6 weeks from the start of your holiday we will try to re-let the cottage. The amount refunded will be the rebooking value (which may be less than you paid as we may have to offer a late availability discount or accept a short break) less the non-refundable administration fee of £75.

If we are not able to relet the cottage a cancellation charge will be made based on the number of days notification of cancellation given by the person making the booking:

A3. Period of hire. You may access the property from 16.00 on the day of arrival (earlier arrivals are strictly by arrangement only). Please note that departure is by 10.00 on your final day (later departures are strictly by arrangement only). Failure to leave promptly may result in charges for an additional day’s rental.

A4. Use of the property. You must not use the property except for the purpose of a holiday during the holiday period, and not for any other purpose. You must not use the Cottage or the site 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. Swainsley Farm is a peaceful location and we ask that you avoid playing music, singing or other excessive noise that can be heard outside your cottage.

There must be at least one capable and responsible adult over the age of 18 in every cottage. You are responsible for the full, active, physical supervision of all members or your party under the age of 18 at all times. This is particularly important around the courtyard and the hot tub. Parties not supervising their children responsibly may be asked to put appropriate arrangements in place or leave the relevant facility.

An agreement to stay in the property for the holiday period, does not create the relationship of Landlord and Tenant between the parties. You shall not be entitled to a new tenancy, or to any assured short hold or assured tenancy or any statutory protection under the Housing Act 1988 or other statutory security of tenure now or at the end of the Holiday Period.

Under no circumstances may more than the maximum number of persons stated on the website occupy the property, unless by prior arrangement with the Owners. We reserve the right to refuse admittance if this condition is not observed.

If you wish to invite additional visitors to visit you in your cottage during your stay, please ask us. We will try to accommodate this, but we need to comply with the maximum site occupancy limits, our insurance cover and consider our other guests.

While reasonable numbers of visiting guests are allowed, additional overnight guests are not. The cottage occupancy limits are clear on the website. This could invalidate our insurance. Guests’ visitors are not entitled to use the hot tub.

On departure you are requested to leave the accommodation in a clean and tidy condition. This includes washing up, placing rubbish in bin liners and putting it in the outside wheelie bins, ensuring ovens and barbeque are clean and free from grease.

Smoking, vaping and candles are not allowed in the cottages. If you wish to smoke outside, please let us know and we will provide you with a suitable container. Please do not discard cigarette butts in the garden or grounds. If smoking is detected in the building, then a charge for cleaning will be levied. If there is damage it will have to be paid for in full within seven days of notification.

Bicycles and scooters must not be stored or used in the cottages. Please use the cycle storage shed provided.

A5. Bed linen and towels. Bed linen, bath/hand/kitchen towels and robes are provided and included in the price of the holiday. Please note, we can supply cots and highchairs but we do not provide cot bed linen/towels.

A6. Electricity & Heating. Electricity and heating are included in the cottage price.

A7. Care of the property. You are responsible for the property and are expected to take all reasonable care of its furniture, pictures, fittings and effects, in or outside the property. You must leave the cottage and its contents clean and tidy and in the same condition as at the start of the rental period.

A8. Damages & breakages. You are legally bound to reimburse us for replacement, repair or extra cleaning costs on demand (although we would not charge you for the odd glass or plate). If damage occurs to the Property as a result of the actions of Guests and the extent of that damage is so severe that the Owner must (in their sole opinion) cancel and/or refund subsequent bookings, the Owner may bring a claim against you for any loss arising as a result (including the cost of refunding other guests affected by cancelled bookings and any additional administrative fees incurred in respect of the same). 

A9. Right of Entry. We 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.

A10. Third Party Suppliers. If you wish to engage a third party to perform a service (including private catering, beauty therapy, childminding or entertainment services) at the site or in the cottage you must obtain our written permission and give us details of their public and employer’s liability insurance.  We will not accept liability for the services provided (or failure to provide such services) by any third party or business used by you in the course of your stay (regardless of whether they are recommended or referred by us).

A11. WiFi. The guest agrees to reasonable and lawful usage of this service. Guests are reminded that Swainsley Farm is a rural location and while broadband is generally satisfactory for web browsing/emails and wifi calling, it may not be suitable for some applications needing large amounts of data.

A12. Libility. Swainsley Farm, its employees and representatives shall not be liable to you or your party for loss or damage to property howsoever arising unless demonstrably caused by our negligence or wilful misconduct or that of those for whom we are legally responsible. You must take all necessary steps to safeguard yourselves and your property.

A13. Complaints. Every effort is made to ensure that you have an enjoyable stay. However, if you have any problems or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it – we value your custom and want you to come again! We are on site, and will do our best to resolve any problems you may have – this is easier to do before you leave!

A14. What’s not allowed. Under no circumstances are you to bring electrical appliances to Swainsley Farm (other than laptops and phone chargers) without explicit written permission. Guest appliances that have not been PAT tested could invalidate our insurance.

Fireworks and portable BBQ’s are explicitly forbidden unless they have the written consent of the Owners.

If you have booked more than one cottage, please don’t move furniture or kitchen/dining equipment from one cottage to another without the Owners consent. If items are moved please ensure that they go back into the correct cottage!

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Electric Vehicle Charging

B1.  Electric vehicle charging is NOT included in the price.

B2.  We have two EV chargers and both need one of our RFID cards to work. Please ask for a RFID card if you want to use one of our chargers. We pass onto you what the electricity company charge us and we will give you an invoice at the end of your stay. Guests are asked to pay cash or by bank transfer.

B3.  People who are not booked into the cottages are not allowed to use the chargers without the Owners consent.

B4.  Domestic (3 pin plug – trickle) chargers are not suitable for use in the Property and their use will invalidate our insurance policy. Their use is strictly forbidden.

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HOT TUB

C1.     Guests are requested to observe the following rules:

• Please ensure that you are medically OK to use a hot tub, no pregnant ladies please.
• Please stir the hot tub to ensure an equal temperature, before entering.
• We would recomended a limit of 15 minutes at a time followed by a cool down period before getting in again.
• No glass of any kind in or near the tub
• Children must be supervised, no children under 6 allowed and no children under 14  without an adult.
• Swim wear only.
• Please make sure grass etc is off your feet.
• Take care when around the hot tub, flooring may be slipy when wet or icy when cold.
• No heavy makeup or fake tan please.
• No food in or near the hot tub please.
• No intoxicated persons or solo bathers to use the hot tub.
• Please vacate the tub by 00 pm
• Please replace tub cover after use, and let the owners know that you have finished with it.

C2. Under no circumstances are visitors to touch or change the biomass heater settings, C3.  Inform the Owners immediately of any problems.

C4. In the case of an accident or emergency:

• Dail 999 and ask for an ambulance and or the local first responders.
• Inform the owners immediately.
• Hartington Surgery on 01298 84315 – for walking wounded.