Uppermoor Farm and Holiday Cottages Terms & Conditions
The Contract for a short term self-catering rental will between E & J Peak Retreats (referred to as “Uppermoor Farm or Owners, or We”) and the Organiser/Lead Guest making the booking and all members of the holiday party (referred to as “the Customer, or Your or You”). A booking is confirmed when you receive written confirmation from Uppermoor Farm of your stay and a booking reference number is given. When you receive a letter or e-mail from us, this signifies that both parties have entered a binding contract which is subject to all the Uppermoor Farm and Holiday Cottages terms and conditions. Please ensure the details on your booking confirmation are correct and advise us immediately if there are any errors. The Organiser/Lead Guest must be at least 21yrs of age at the time of the booking and prior to arrival. The Owners must be provided with a list containing the names, ages, post codes and contact details of all guests.
1.1 To secure your booking we require a deposit of 33% of the booking cost. The deposit must be paid within 3 days of the booking being placed. If booking within twelve weeks of arrival, the whole cost is payable on booking.
1.2 The balance of the rental must be paid twelve weeks (84 days) prior to the commencement of the holiday, and credit card details must be given as insurance against damage and breakage.
1.3 If the balance is not paid-in-full twelve weeks before the commencement of the holiday, the right is reserved to cancel the booking.
1.4 Receipt of deposit shall not constitute the confirmation of a booking. A contract only arises when we formally confirm your booking in writing via post or e-mail.
1.5 Payment can be made by Debit card or Credit card (Visa or MasterCard) or by electronic transfer. All card payments carry an Administrative Fee.
2. Damages House-keeping Bond
2.1 Your credit card details are held as security in the unlikely event of any damages incurred during your stay which total in excess of the House Bond taken.
2.2. A refundable compulsory £500 House Bond is taken for any Group stay, in respect of any damage incurred to the Property, damage or loss of contents, damage or loss to keys excessive or incorrect use of facilities, or other breach by You of these Terms.
2.3 The Owner/s is entitled to deduct from the Security House Bond in the following circumstances.
2.3.1Should You or any member of the party damage the Property, or any equipment or fittings at the Property, or leave it in a condition where additional cleaning is required (being any cleaning over and above which We consider (at Our discretion) to be necessary in the usual course):
2.3.2 Should You or any member of your group be in breach of any of the Terms & Conditions:
2.3.3 Should the Owner/s be required to remedy any damage caused to the Property during the Rental Period:
2.3.4 To fully charge for additional guests which have not been approved in writing to attend by the Owner:
2.3.5 The Organiser/Lead Guest must report any damage immediately to the Owner/s:
2.3.6 If no deductions are required, the Security House Bond will be returned within 2 weeks of the end of your stay. We will contact You shortly after your stay regarding the return of the security house bond by email.
2.3.7 Should a claim be made by the Owner/s against the Security House Bond, details of such a claim will be provided to You within 7 days of the end of your Rental Period (or after such longer period as may be required in order for the deductions to be calculated).
2.3.8 Should the Security House Bond provide insufficient remedy, the Owner/s shall have the right to recover any sum from The Organiser/Lead Guest so as to make up any shortfall.
2.3.9 In the event that The Organiser/Lead Guest or any member of your party causes severe damage to the Property which results in the Owners/s having to cancel subsequent bookings and/or pay compensation to any person due to the Property being left in an uninhabitable stay by your party or which reduces the services offered to subsequent guests, the Organiser/Lead Guest shall indemnify the Owner/s in full for any loss incurred by them which the Security House Bond does not cover.
For bookings placed after February 1st 2021 these new Terms and Conditions apply to cancellations:
3.1 If your booking has to be cancelled because Uppermoor Farm is put under Government Restrictions and has to close, and the period of closure covers your booking you will be refunded in full; or alternatively offered a transfer/postponement date to be taken anytime within 13 months of the date of your booking (subject to availability). You can select a date up to the same value of your booking or pay the seasonal/annual difference.
3.2 In the event that the Organiser’s/Lead Guest’s given address is put into Local/Regional Lockdown, rendering them unable to travel, and the period of restrictions covers your booking you will be refunded in full; or alternatively offered a transfer/postponement date to be taken anytime within 13 months of the date of your booking (subject to availability). You can select a date up to the same value of your booking or pay the seasonal/annual difference.
3.3 Organiser/Lead Guest inability (or the inability of any, some or all your intended party) or disclination to travel to and stay at Uppermoor Farm for any reason. This includes, 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 The Organisers/Lead Guests risk and do not give rise to a right to cancel or to receive a refund unless we are successful in re-letting 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.
3.4 Any cancellation must be sent to the owner in writing and must be made by the Organiser/Lead Person who signed the booking form. The effective date of the cancellation will be the date that the Owner receives written instruction, and the Owner will confirm the cancellation request.
3.5 If the booking is cancelled by the Organiser/Lead Guest the following cancellation charges will apply which shall be a percentage of the total cost of the holiday.
Days before commencement of holiday ~ Booking Value payable by Organiser
|More than 84 days||33% of the booking cost|
|60 to 83 days||40% of the booking cost|
|45 – 59 days||50% of the booking cost|
|30 – 44 days||75% of the booking cost|
|0 – 29 days||90% of the booking cost|
If at the time of cancellation the £500 security/damages bond has been paid this will of course be returned in full.
3.6 On receipt of the cancellation the above scale states the amount that the Organiser/Lead Guest remains liable for at that point in time. Uppermoor Farm will then make every effort to obtain a replacement booking. If Uppermoor Farm is successful in obtaining a replacement booking, Uppermoor Farm will refund to the Organiser/Lead Guest the total amount paid for the booking less the 5% Booking/Admin fee and less the difference in price between the original booking and the replacement booking if one is successfully made.
For example: A £2,000 booking, fully paid, cancelled, and relet on a late availability deal for £1,700, means that the original Organiser/Lead Guest will be refunded as follows: £2,000 – 5% booking fee equals £1,900 – £300 rebooking shortfall, = Refund of £1,600.
3.7 Any amounts due for refunding will be made within 14 days of written cancellation notice.
3.8 It is the responsibility of the Organiser/Lead Guest to acquire suitable travel insurance for themselves and their party to cover the booking for events and circumstances beyond their control.
4. Non Availability:
4.1 In the unlikely event that the holiday accommodation ceases to be available for the period of the booking due to problems with the house or its facilities. We have the right to cancel your Booking in advance in writing and you will be refunded the full amount of the booking. We would only cancel your Accommodation if it were unavailable for reasons beyond our control such as fire, flooding or structural problems. We would attempt to offer you alternative accommodation. However, if this was not possible, or unacceptable to you, then a full refund will be given of any monies paid to the Owner/s. Our liability would not extend beyond this refund.
5. Travel Insurance
5.1 It is the responsibility of the Organiser/Lead Guest to acquire suitable travel insurance for themselves and their party to cover the booking. The Owners at Uppermoor Farm strongly recommend you take out UK travel insurance that covers self-catering holidays due to situations beyond the Organisers/Lead Guests control such as, but not limited to injury, adverse weather, ill health – including Covid and shielding, and bereavement or any unforeseen events, or family emergencies preventing you from staying in the property.
5.2 Covid is also now a known risk and it is possible for your group to insure your holiday against it. This can include the Organiser/Lead Guest or any of the party having Covid, the Organiser/Lead Guest or any of the party having to isolate, or quarantine, or you wishing to shield any members of the party. There are several options which include cover for Covid related cancellations available from organisations like Trailfinders: https://www.trailfinders.com/insurance#/step1 or https://www.coverwise.co.uk/Travel-Insurance/corona-virus.aspx or www.gocompare.com
6. Events Outside of Owners Control
6.1 The Owner will not be liable or responsible for any failure to perform or delay performance of, any of Our obligations under these Terms that is caused by an Event Outside of Our Control.
6.2 An Event outside of Our Control means any act or event beyond our reasonable control, including without limitation, actions or omissions of the Owners (including, but not limited to strikes, lockouts, or other industrial action by third parties, civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster, or failure of public or private telecommunications networks, power networks or water supplies, local building works or roadworks, transport interruptions, delays, or cancellations.
6.3 Please refer to clause 5 (Travel Insurance)
7.1 Wi-Fi is provided at Uppermoor Farm for the guest’s reasonable use. The Organiser/Lead Guest agrees to reasonable and lawful usage of this service.
8. Changes to Booking
8.1 The Organiser/Lead Guest may request a change to the Booking by contacting the Owner/s in writing.
8.2 Any changes to the booking are permitted at the Owner/s sole discretion.
8.3 Alterations or transfer of dates to confirmed Bookings will be charged at a 5% Administration Fee (in addition to any changes in price/seasonal/annual tariff of the amended Booking).
9. Arrival – Check In Time
9.1 Your property will be available at the Check- In time agreed at the time of your booking usually between 12 Noon and 4pm on your arrival day. Please check on your Reservation Details.
10.1 You are required to vacate the property as agreed on your reservation but usually the same time as your arrival time is the same for your departure day. i.e. 12 Noon/12Noon or 2pm/2pm or 3pm/3pm or 4pm/4pm for our standard 2 night weekends stay.
10.2 The period after your stay could be booked by other guests, so please respect departure times so that we have enough time to prepare for the next group of guests (the result of your late departure could incur charges against your Security Deposit because of house-keeping staff being prevented from accessing the property at the agreed departure time).
11. Use of the property
11.1 The number of guests occupying the property must not exceed the number agreed on your booking form. Failure to comply to this voids our Insurance. No additional guests are allowed without prior written consent. Guests must use the property for personal and domestic purposes only and not for commercial purposes. We reserve the right to refuse entry to all guests (or to require Guests to vacate the Property immediately without any refund if these conditions are breached).
11.2 Requests for additional Guests must be agreed by the Owner in writing and paid for prior to your arrival.
12. Holiday Makers Responsibilities
12.1 The Organiser/Lead Guest will assume responsibility for all Guests’ compliance with the Terms and Conditions.
12.2 All guests agree to take reasonable and proper care of the property and the furniture, pictures, fittings and effects in or on the property during the period of the rental.
12.3 All equipment, utensils, etc. must be left clean and tidy at the end of the hire period. In the unfortunate event of damage or breakage’s, the owner and house-keepers must be notified. All damages and breakages are the legal responsibility of the Holidaymaker and their replacement cost will be payable on demand. We do not normally charge for minor breakages, but we may send you an invoice for repair or making good if the damage or breakage is significant, and we may make an additional charge of £50 if you did not report this.
12.4 The holiday maker is expected to leave the holiday accommodation in the condition of cleanliness, general repair, and order in which it was found. An additional charge may be made if extra cleaning is required and would be deducted from your security house bond.
12.5 If you are considering booking any activity/caterer during your stay, we have an ‘approved outside suppliers list’ of recommendations and we will make a note of the Company visiting. If you would like to use a different supplier, please double check with us prior to making a booking that the activity/caterer you would like is suitable for our property and we have agreed in writing they can attend.
12.6 If you would like to decorate the inside of the property, please do so with appropriate adhesive which does not leave marks on the walls or pulls of the paint when removed.
12.7 You confirm that the information You have provide to the Owner is true, accurate, current, and complete information in all respects. Should any information provided change You should notify the Owners immediately. The Owner/s shall not be liable if any incorrect information provided by You results in the Owner/s being unable to perform (or entitled to terminate) the rental agreement.
13. Third Party Suppliers (Chefs, Activities etc)
13.1 If you want to use the services of a third-party supplier whilst staying at Uppermoor Farm, you must ask and received written permission to do so. This maybe for a Chef, or beauty treatments etc, (Uppermoor Farm has an ‘approved supplier list’ of private chefs and beauty treatments), bouncy castle hire, etc.
14. Access & Right to Evict
14.1 The owner or their representative shall be allowed access to the holiday accommodation at any reasonable time during any holiday occupancy, without providing You with prior notice in the following circumstances:
14.11 In an emergency, to include where repairs are required to be carried out due to a report made by You or damage caused by You (or where the Owner/s has reasonable grounds to believe that such damage has been or maybe caused:
14.12 Should You be in breach of any of these Terms or the Owner/s or the Owner/s Representative has reasonable grounds to believe that You are in breach of these terms:
14.13 The Owner/s have received reports from a third party advising the Owner/s of conduct which is in breach of these Terms.
14.14 The Owner’s or the Owner/s Representative is allowed to enter the Property to inspect it. In this circumstance, reasonable notice will be given first.
14.15 Should access be required. You agree not to obstruct the re-entry of the Owner/s and/or the Owner/s Representative (to include workmen/women) to the Property.
15.1 The Owner, its employees and representatives cannot accept liability for any loss, injury, damage, or expenses of any kind sustained by any member of the holidaymaker’s party in connection with the holiday, or the accommodation.
15.2 The Organiser/Lead Guest acknowledges that in Booking the Property, all personal belongings and vehicles including the contents of those vehicles, belonging to You and or any member of your party is left at the Property entirely at Your and their own risk. The Owner/s shall accept no responsibility for any loss, or damage to You or your Guests personal property during the rental period.
16.1. Children are welcome and written details of ages must be given prior to arrival. Tiny Tots under 2yrs of age are not counted in the numbers and we can supply on request up to two travel cots, two high chairs and a stair gate complimentary. Parents are required to bring babies own sleeping bags.
17.1 Smoking is NOT permitted inside any of the premises. Anyone smoking outside must not discard their cigarette butts in the proximity of the holiday properties and the immediate gardens and grounds. There are sand containers supplied for the disposal of all cigarettes.
17.2 The Owner/s reserves the right to make a charge to the Security Deposit where guests have contravened the Owner/s request for their property to be smoke free.
17.3 Should the Security Deposit be insufficient to remedy such breach the Owner/s of the Property shall have the right to recover any sum from the Organiser/Lead Guest to make up any shortfall.
18. Lost Property
18.1 Please contact the Owner/s or Owner/s Representative as soon as possible if you think You have left any personal items in the property after your departure.
18.2 Should You wish your items to be returned, the Owner/s will happily do so but a postage fee of £10 must be paid and cleared in advance by You. For larger personal property items there may be an additional charge.
18.3 The Owner/s or Owner/s Representative will aim to return lost property within 14 business days of payment being received.
18.4 In the event of Owner/s finding any personal property, we will hold lost property for 1 month before disposing of the item.
19.1 Well behaved & House-trained Pets are only permitted in the main Farmhouse property and strictly not in the Cottages. We give written consideration for up to three well behaved dogs depending on their breed and size and on the undertaking that it/they occupy/sleep in the large boot/utility room in the Farmhouse accommodation. We do not allow puppies under 12 months old.
19.2 Once written consent is given to bring your dog or dogs on holiday with you the following Pet Rules Apply:
19.3 Please note we have a strict policy no pets are allowed in the bedrooms or on any furniture/soft furnishings or upstairs at any time.
19.4 The dog owner must bring the dog’s bed or basket or cage for sleeping and feeding & drinking bowls.
19.5 Dog 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.
19.6 Dogs MUST NOT lie on beds and hair must be well cleared up before departing.
19.7 Please keep your dog on a lead at all times when within the stone wall boundary of Uppermoor Farm and immediate garden/grounds and Dogs are strictly not allowed on the flower borders/bank at the rear of the Farmhouse.
19.8 It’s your dog’s holiday too ~ so do not leave him/her unattended in the Farmhouse or elsewhere in the grounds at any time. A list of day kennels can be provided on request.
19.9 Any fowling on lawns or grounds must be cleared up without delay and deposit in the bin provided at the rear of the property. There will be an additional charge made if this is not carried out.
A charge of £30 per dog, is payable for your pets stay with us. If there is extra cleaning above and beyond the normal clean (especially if we find they have been in the bedrooms/upstairs) we have the right to retain an agreed fee for any extra work carried out for excessive cleaning and this will be at the Owners discretion.
Failure to adhere to our dog policy may result in you being asked to leave without compensation.
20. Drones, Night Lanterns and Fireworks
20.1 The use of drones is not allowed without written permission from the Owners. Fireworks are not allowed without written permission from the owners. Night Lanterns are expressly forbidden.
21.1 Every effort has been made to ensure that you have an enjoyable stay. However, if you have any problem or cause for complaint, it is essential that you contact The Owners or their representative immediately to give us the opportunity to resolve it straight away. We value your custom and very much want you to return.
22.1 If any provision or part provision of these Terms and Conditions is or becomes invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part provision shall be deemed deleted. Any modification to or deletion of provision or part provision under this clause shall not affect the validity and enforceability of the rest of these Terms and Conditions.
22.2 If one party gives notice to the other of the possibility that any provision or part provision of these Terms and Conditions are invalid, illegal, or unenforceable, the parties shall negotiate in good faith to amend such provision so that, as amended, it is legal valid and enforceable, and to the greatest extent possible, achieves the intended commercial result of the original provision.
23.1 No variation of these terms and conditions shall be effective unless it is in writing and signed by (i)the Owner/s, and (ii) the Organiser/Lead Guest.
23.2 No other person other than the Organiser/Lead Guest, and the Owner/s shall have any rights to enforce any of these Terms.
23.3 These Terms are governed by English Law. The Organiser/Lead Guest agree to submit exclusive jurisdiction of the English Courts. However, if the Organiser/Lead Guest are a resident of Northern Ireland, you may also bring proceedings in Northern Ireland and if The Organiser/Lead Guest are a resident in Scotland you may also bring proceedings in Scotland.