The Dovecote Barns – Terms & Conditions

These terms are between you and us; The Dovecote Barns. 

1 DEFINITIONS

When the following words with capital letters are used in these Terms, this is what they will mean:

1.2 When we use the words “writing” or “written” in these Terms, this implies via email. 

1.3 Unless the context otherwise requires, words in the singular shall include the plural and vice versa. 

1.4 If any of these Terms conflict with any term contained within the Booking Confirmation, these Terms will take priority. 

2.  OUR CONTRACT WITH YOU

2.1 These Terms will become binding between us once we issue you with the Booking Reservation Confirmation email. When you submit a booking request online you will receive an automatically generated ‘provisional 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 48 hours to allow payment to be made by bank transfer or card over the phone. 

2.2 The maximum number of people who can stay in the Property under the terms of the Booking will be confirmed in the Booking Confirmation. Our max number of guests staying onsite is 22, however, this does not include infants under the age of 2 years in travel cots.  Any additional guests to the maximum stated on the Website in any given property will have to be agreed with us in writing.  This is in exceptional circumstances, eg an additional child and a charge may be incurred.

2.3 You agree not to arrive at the Property before the Arrival Date and to depart from the Property no later than the Departure Date and time.  Departure times vary depending on the day of the week you are departing.  The departure time will be set on your Booking Confirmation. 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 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!

2.4 All illustrations, photographs and other imagery displayed are for illustrative purposes only and décor and layout are subject to change and no warranty or other representation is made as to the quality of the Property by us via the Website.  We do have an annual inspection to maintain our five-star gold standards awards in all properties.

2.5 As lead for the Group, you are liable for the acts and/or omissions of all individuals or animals attending the Property whether permitted by us or not. 

2.6 The Property is provided for holiday letting purposes only (with exception of Commercial Bookings) for the specified period, as detailed in your Booking Confirmation. For the avoidance of doubt, these Terms do not create a landlord and tenant relationship between you and us and you will not be entitled to any:

2.6.1 a tenancy

2.6.2 the right to sub-let the Property in part or in whole;  

2.6.3 an assured shorthold or tenancy (AST); or 

2.6.4. any statutory protection either under the Housing Act 1988 or by way of a statutory security of tenure. 

2.7 We may accept Bookings made for and on behalf of commercial entities. You must clearly state in the Booking Reservation if you are booking on behalf of a commercial entity, and we reserve the right to decline any Booking Reservations we do not wish to accept. Your Booking is not accepted until we issue the Booking Confirmation. We require the details of all members of the Group and contact information where the individual making the Booking Reservation will not attend the Booking. If you fail to disclose that a Booking Reservation has been made for and on behalf of a commercial entity, you will be in breach of these Terms and we reserve the right to cancel your Booking.  

3.0 YOUR RESPONSIBILITIES – incl Notes on Children and Young Infants

3.1 Access to the Property is subject to adherence to these Terms.

3.2 Your use and enjoyment of the Property must be solely in accordance with these Terms and for Groups the Group Policy Document and any signage, guidance on use, safety or operational instructions given to you by us. You hereby acknowledge that enjoyment of the Property and grounds is at your own risk.

3.3 Damages

During your Booking at the Property, you shall take proper care of the Property and its contents during your Booking you may receive an invoice for any damage caused or loss suffered if the Property and its contents are not left in the same state in which they are found at your Arrival Date. You shall report to us any damage, destruction, loss, defect, or disrepair affecting the Property as soon as it comes to your attention, to allow us to investigate and take steps to rectify where deemed necessary.  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.

3.4 Internet access is offered on the basis that it is provided for recreational use only. We do subscribe to a superfast broadband download speed, however, neither a minimum speed, unrestricted bandwidth nor uninterrupted provision of access is guaranteed, and we will not be liable for any form of compensation or expenses claimed by you in respect of the provision or quality of internet connectivity. 

3.5 Any recommendations for third party services, establishments and amenities made by us are our personal recommendations only and do not guarantee any level of service or quality. We do not receive a referral fee for any third party services coming to site.

3.6 It is your sole responsibility to ensure that the Property is suitable for you and your Group’s needs ahead of making your Booking Reservation. 

3.7 We reserve the right to request your immediate departure without refund where you have in our sole discretion acted unreasonably, illegally, immorally or in a manner which may impair the enjoyment, comfort or health of other parties or causes, or is likely to cause, damage to the property. 

3.8 We, or an authorised representative or agent acting on our behalf (including but not limited to tradespeople), reserve the right to enter the Property at any time for the purpose of inspection or to carry out any repair deemed necessary to the Property or its contents. 

3.9 All belongings and vehicles are left at the Property at your own risk. Please ensure all of your belongings are removed by the Departure Date as the return of any of your lost property cannot be guaranteed and will incur charges to post to you. 

3.10 EV Charging Points

There are 4 electric vehicle charging points at the Property to be used by electric vehicles only, and in accordance with our Electric Vehicle Policy. These are paid for by card using the QRCODE made available for each charging point via a third party supplier.  We do not supply the charging cable – please bring these with you.  Under no circumstances can you use domestic three pin plugs to charge your car, this is a fire hazard and will cause a power outage for which you will be liable.

3.11 Third Party Suppliers Onsite

If you want to use the services of a third-party supplier whilst staying at The Dovecote Barns you must ask and receive written permission to do so. This may be for a chef, beauty treatments, (Dovecote Barns has a list of private chefs that have been to site and have adequate public liability insurance). Please contact us using the Contact Details to discuss any third-party supplier requests no later than 8 weeks before the Arrival Date, to enable us to review your request and decide whether to approve.

3.12 The Dovecote Barns require a copy of the third-party supplier’s public liability insurance, and any other related/required certification.

3.13 If notice is received in accordance with clause 3.11 and all insurances and certification are satisfactory to The Dovecote Barns and our insurers, permission to invite these suppliers to Dovecote Barns will not be unreasonably withheld.

3.14 The Dovecote Barns does not accept liability for the activities of these third-party suppliers. If you bring a third-party supplier to The Dovecote Barns without consent, we reserve the right to ask them to leave. 

3.15 Smoking is not permitted within any of the Barns or Games Room or Long Hall venue.  Ashtrays are provided in the gardens of each of the properties for smoking outside.

3.16 Children, Young Infants 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 go up the stairs or stay.  The only Grand Barn exception to this is babes in arms under 6 months of age (ie not mobile).

Children under the age of 8 years are able to enter the Long Hall venue 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 without supervision and remain on the ground floor.

3.17 Exclusive Use Group Bookings (including Hen Parties and Party Groups)

Hen parties or party groups must book out all barns to avoid noise disturbance to other guests staying onsite.  The barns are not suitable for stag parties. There is an ‘Group Exclusive Use’ policy document which you will be given on arrival and asked to follow the simple, courteous house rules that are set out.  This document will also 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 guests are provided for out of the Grand Barn kitchen when renting Exclusive Use (inc 22 prosecco glasses etc) and the Long Hall is included.

We request a refundable £700 damage bond 2 weeks before arrival which will be returned to you in full within 3 business 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.  The bond will be returned once damages have been rectified in this instance.

3.18 Events at The Dovecote Barns in the Long Hall Venue

If you wish to hold an Event where the numbers of attendees exceeds the 22 guests staying onsite, you will agree this in writing with us.  There is a scaled charge for holding an event depending on the total number of attendees.  This is treated alongside the accommodation charges, with 25% deposit due on booking and the remainder 8 weeks prior to the start of the break.  A separate set of terms for holding events in the Long Hall will be issued to you and signed by the lead guest.

4 PETS

4.1 Only Permitted Pets or registered assistance animals are permitted to stay in the Property.

4.2 Where pets that are not permitted but have been brought with you for the Booking, we reserve the right to request immediate departure. 

4.3 We reserve the right to refuse admission or request immediate departure from the Property to anyone who their Permitted Pet is considered to be, in our sole discretion, a nuisance or danger to others. No refund will be due.

4.4 You will be liable for any damage caused by animals or parasites introduced by your Permitted Pets.

4.5 We are not liable for any allergies that are affected as a result of pets present in a previous occupancy. 

4.6 We allow well behaved dogs in each of the Irishman’s Cottage which sleeps 2, Dovecote which sleeps 4 and Hay Barn which sleeps 6. 

We allow up to 3 dogs staying to enter the Long Hall for exclusive use group bookings, 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.  Any damage to the property or contents caused by dogs you are liable for.  House rules can be viewed on the Website https://www.dovecotebarnsyork.co.uk/our-accommodation/dog-friendly-cottages/

5 PRICE AND PAYMENT

5.1When 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 onto the card machine, or online via SuperControl/Holiday Rent Payment on the Website 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.

5.2 The Booking Price will be based on your Booking Reservation and confirmed in your Booking Confirmation. 

5.3 Where your Booking Reservation is before the Balance Due Date, you must pay a minimum Booking Deposit as notified to you upon submitting the Booking Reservation. The remaining balance of the Booking Price must be paid by the Balance Due Date. 

5.4 Where your Booking Reservation is made after the Balance Due Date, you must pay the full balance of the Booking Price at the time of making a Booking Reservation.

5.5No entry to the Property will be permitted where payment of the full Booking Price has not been made.  

5.6 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. 

6 OUR LIABILITY TO YOU

6.1 No party can exclude or limit in any way their liability where it is illegal to do so, and this contract does not seek to exclude or limit liability which cannot be excluded or limited by law. 

6.2 If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach of the Terms or our negligence. We are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if they were an obvious consequence of our breach or if it had been brought to our attention by you before the loss or damage occurred. For the avoidance of doubt, we are not responsible for any transport and/or alternative accommodation costs.

6.3 Unless confirmed in the Booking Confirmation, the Property is made available for domestic and private use only and you agree not to use the Property for any commercial or business purpose. If we discover that your Booking has been made for any commercial or business purpose which was not disclosed to us before we issued the Booking Confirmation, this will be treated as a material breach of these Terms and we may terminate your Booking immediately, in which case no refund will be due to you. Any permitted commercial or business use will be strictly limited to such use confirmed in the Booking Confirmation. We have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity, including where the Booking is made for commercial purpose.

6.4 We do not have any responsibility or liability to you (other than as outlined above) for loss of or damage to any of your items, belongings, pets or vehicles, howsoever caused.

7 CANCELLATION AND INSURANCE

7.1 We strongly recommend that you take out an appropriate travel insurance policy before placing your Booking Reservation. 

7.2 You may cancel a Booking before the Arrival Date by contacting us in writing using the Contact Details. 

7.5 If you cancel your Booking, we will try and re–let the Property.

If we are able to re-let the Property, we will refund money paid less our administrative costs of 8% of the monies received and subject to any difference in price between the Booking Price and the re-let price.  This will be refunded when the new 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 8% admin fee.
7.6 Please note that if you need to cancel because you are ill, including where you are showing symptoms of illness (for the avoidance of doubt this includes Covid and/or self-isolating due to any other contagious condition), this will be treated as a cancellation by you.

7.7 If you depart voluntarily from the Property before the Departure Date, no refund shall be given. Similarly, if you fail to show for your Booking this will be regarded as a cancellation on the arrival date and will not be refundable. For example: self-isolation or quarantine, performing statutory duties or mandatory obligations (such as jury duty, military service, incarceration), changes in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport will all be treated as cancellation by you in accordance with this clause.

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

8 OUR RIGHTS TO CANCEL AND APPLICABLE REFUND

8.1 We may have to cancel a Booking before the Arrival Date due to an Event Outside of the Parties Control. We will promptly contact you if this happens.

8.2 If we have to cancel a Booking under clause 8.1 and you have made any payment in advance for your Booking that have not been provided to you, we will refund these amounts to you in full.

8.3 We may cancel your Booking at any time with immediate effect by giving you written notice if you:

8.3.1 do not pay us when you are supposed to; or

8.3.2 breach the contract in any other material way, including but not limited to any of the terms of clause 3 of these terms.

We shall not be liable for any refund if we cancel the contract under 8.3.2. 

9 EVENT OUTSIDE OF THE PARTIES CONTROL

9.1 Neither party shall be in breach of this agreement nor liable for delay in performing, or failure to perform, any of its obligations under this agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control. 

9.2 An Event Outside our Control includes, but is not limited to: civil unrest, civil emergencies, government prohibition or restriction on all or part of the economy or trade including local lockdowns, pandemic, epidemic, environmental disaster, domestic appliance failure, temporary invasion of pests or utilities failure or interruption.

9.3 In the event of a pandemic, epidemic or restriction of the movement of peoples as dictated by the government or public authority, we reserve the right to issue specific terms at such a time via the Website and will communicate this to you via the contact details provided us. 

9.4 Should an Event Outside our Control occur which means the Property cannot be provided to you, we will let you know as soon as possible so a refund can be arranged for you. 

10 HOW WE MAY USE YOUR PERSONAL INFORMATION

We will use the personal information you provide to us in accordance with our Privacy Policy https://www.dovecotebarnsyork.co.uk/privacy-policy/

11 CHANGES TO BOOKING DATE

11.1 If you wish to change the dates of your Booking or amend your Booking in any way, please contact us via our Contact Details. We cannot guarantee that your requests will be accommodated and reserve the right to charge for any differences in price. 

12.0 OTHER IMPORTANT TERMS

12.1 We may transfer our rights and obligations under these Terms to another individual or legal entity, but this will not affect your rights or our obligations under these Terms.

12.2 Except for you and us, no other person shall have any rights to enforce any of these Terms.

12.3 Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

12.4 If you fail to perform your obligations under these Terms and we do not enforce our rights against you, this does not mean we have waived our rights against you. If we choose to waive any of our rights under these Terms you will be informed in writing. 

12.5 These Terms are governed by the law of England and Wales. All parties agree to submit to the non-exclusive jurisdiction of the English courts. However, if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are a resident of Scotland, you may also bring proceedings in Scotland.

We look forward to welcoming you to

The Dovecote Barns York