Terms & Conditions 2023


When you submit a booking request online you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between us. A contract shall only arise when your booking is subsequently confirmed in writing via email once a payment has been received.  Bookings will remain provisional for up to 24 hours to allow payment to be made by BACS. 


The price of the accommodation includes the following: VAT, Superfast Wifi, Electricity, Linen, Towels, Cleaning materials, Laundry products, Hot water and Central heating and the products included in the welcome basket and complimentary toiletries, and any other complimentary items supplied at arrival only. There are no hidden extras. We are happy to unpack a supermarket shop for you prior to your arrival to allow you to settle straight into your stay with us.  

We also work with local suppliers to deliver home cooked ready meals to your door which are paid for separately.

Bookings and Payments

Once you have booked your holiday and it has been confirmed in writing via email by us, our agreement is a legal contract.

When making a booking, you will be given different payment options to reserve your chosen dates.  A deposit of 25% of the cost of the holiday is required to secure your booking.  Payment of the balance of the cost of the holiday is due 8 weeks before the date on which the holiday is due to commence.  For those bookings made within 8 weeks of the start of the holiday, full payment is due on booking. A balance reminder email will be sent out to you 8 weeks prior to the start of the holiday. 

Methods of payment include our preferred method of bank transfer, or by card payment over the phone into the card machine, or online via SuperControl/Holiday Rent Payment on the booking screen page.  

To pay by bank transfer please proceed through the booking without supplying your card details.  You can complete the booking in this way, thereby securing the dates.  When your booking is complete and you have actioned a bank transfer of the deposit, please inform us by email so we can confirm your booking immediately.  Thank you.

Cancellations and Insurance

If for any reason you cancel your holiday the following applies.

If you give sufficient notice of cancellation of your booking that allows the property to be re-let then you will be refunded any monies paid either in full or the difference between monies paid or whatever discounted rate was applied for a booking in order to fill the dates minus a 6% admin fee.  This will be refunded when the booking has been rebooked and confirmed.

However, if you cancel your booking and the booking cannot be re-let, you are liable to pay for the booking in full, even if we have not yet received your balance. If we do succeed in re-letting the booking, you are no longer liable for the balance, or we will refund it (or the amount that it has been resold at) to you if you have already paid it less a 6% admin fee.

We do not allow amendment of holiday dates unless made within the first 7 days after the initial booking date.

As we are a small family business, we would ask that our guests that they take out travel insurance to cover for any cancellations. 


Your accommodation will be available to you from 4pm on the day of arrival, unless otherwise arranged. Please try not to arrive earlier as we will still be busy preparing your accommodation.  You will be asked to text prior to your arrival to allow us to greet you personally on arrival. We are based at the farmhouse on-site but please also see the ‘what3words’ references on the website contact page for barn entrance locations.


Please be ready to leave the accommodation by 9.30am on the day of departure. Please try to leave the accommodation as clean as possible bearing in mind that other guests will be arriving that day.  Please leave the keys at the entrance to the barn and the barn unlocked. Please come and say goodbye!

Non-Availability of Accommodation

We would only cancel your holiday if your accommodation is unavailable for reasons beyond our control. We would attempt to offer you alternative accommodation, however if this was not possible, or unacceptable to you, then we would refund all monies paid by you for the holiday. Our liability would not extend beyond this refund.

Damages and Breakages

You are responsible for keeping the properties and all furniture, fixtures, fittings and effects in or on the premises in the same state of repair and condition as at the commencement of the holiday and also undertake to leave the premises in the same state of cleanliness and general order in which it was found. The owner of the holiday property should be compensated for any damage and breakages which may occur. Please report these as soon as they occur. 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 if you did not report this.

Exclusive Group Use (including Hen Parties and Party Groups)

Hen parties or party groups must book out all barns to avoid disturbance to other guests staying onsite.  The barns are not suitable for stag parties. There is an ‘exclusive use’ policy document which you will be given on arrival and asked to follow the simple, courteous guidelines that are set out.  This document can be emailed to you prior to your arrival.

We do not allow movement of any items between the barns, all barns are adequately equipped for the number of guests that the barn has been rented for. Groups for up to 22 are provided for when renting the Long Hall for a group booking (inc 22 prosecco glasses etc)

We request a refundable £500 damage bond which will be returned to you in full within 7 days of departure provided there has been no damage to the buildings or contents by any member of your group.  Any damage found will be rectified, the amount deducted from the deposit, receipts provided and an invoice for any additional cost over and above the refundable deposit amount.

Maximum Persons per Property

The number of persons using the Holiday accommodation (except for babies in cots where applicable) shall not exceed the maximum number stated in this brochure unless previously arranged. Cots are deemed suitable for babies up to 24 months. The property owner is entitled to refuse admission to any persons or animal not declared at the time of booking.  Arrangements for an additional child to the maximum stated can be made with the owner at time of booking for exceptional circumstances.


Children and babies are catered for in The Irishman’s Cottage, Dovecote and Hay Barn and we can supply travel cot, baby bath, highchairs as requested.  The only barn which has an age restriction is The Grand Barn where we do not allow children under the age of 8 years to enter.

Children under the age of 8 years are able to enter the Long Hall for group gathering, however the door linking the Long Hall to the Grand Barn must be kept shut and must not enter the Grand Barn at any time.


We allow one small well behaved dog in each of the Irishman’s Cottage which sleeps 2 and Dovecote which sleeps 4. 

We allow up to 2 dogs staying to enter the Long Hall for group gathering, however the door linking the Long Hall to the Grand Barn must be kept shut and no dogs must enter the Grand Barn at any time.

Access to Holiday Property

The property owner or their representative shall be allowed access at any reasonable time during the holiday occupancy should an emergency or problem arise that need attention by the owner.  The owner shall consult the guest prior to entering the property.


Smoking is not permitted within the holiday properties. Ashtrays can be provided on request for smoking outside.


We do not accept any liability for any damage, loss or injury to any member of your party or any vehicles or possessions, unless proven to be caused by a negligent act by ourselves or our employees or contractors whilst acting in the course of employment.

Data Privacy

Contact data is stored on a third party computer for all online bookings.  No financial or card data is stored on any computer with the exception of the online card payments processed via Holiday Rent Payment.  These companies as well as The Dovecote Barns are all compliant with the annual PCI DSS Compliance regulations check.

We look forward to welcoming you to

The Dovecote Barns York