Terms and Conditions for Whitchester Gamekeeper Lodge and Kidcleugh Hide.
For the purpose of the booking contract in conjunction with these terms and conditions ‘WE’ and ‘US’ are Stuart and Andrea McCormack (owners). Any Booking is subject to the Booking Contract and is for the hire for short term holiday let purposes only. The Booking Contract consists of a completed booking form, acknowledgement of terms and conditions and payment of deposit or full balance and our confirmation email of received funds. These together contain the entire agreement between us and you and forms the basis of your agreement with us so please read them carefully. All contents in this booking contract do not affect your usual UK statutory rights.
2. Making your Booking
2.1. The Booking Contract shall be effective once the booking form is completed, you have identified that you have read and understood these terms and conditions, the deposit or full payment has been received by ourselves and you have received an email from us confirming the Booking.
2.2. Non- refundable deposit for Kidcleugh Hide, £50, for stays up to 7 nights.
2.3. Partial- refundable deposit for Whitchester Gamekeeper Lodge (please see section 4.2) £125, for stays up to 7 nights. The deposit for Whitchester Gamekeeper Lodge, acts as your returnable housekeeping bond within the agreed terms of this contract. The Housekeeping Bond may be used for any repair and/or replacement of the Property, furnishings, fixtures and fittings that are necessary after your stay, it also covers any unreasonable cleaning of the property, out with a standard clean. We will return the Housekeeping bond to you within 7 working days following the inspection of the property on departure, less any deductions, of which you will be informed by us, the nature and reason.
2.4. Payments can be made by internet banking (details on invoice) or by cheque. Cheque payments are not accepted within 2 weeks of arrival and if paying the balance by cheque then this must be received by us no less than 10 days prior to your balance payment due date to allow for bank clearance.
2.5. Once issued with an invoice this requires that you:
Pay the deposit or make a payment in full, (if arrival date less than 60 days) by the due date.
If booking more than 60 days ahead of your stay you must pay the deposit and complete the full balance payment by the dates indicated on your invoice.
Payment schedules can only be altered at the discretion of the owners.
2.6. A booking form must be completed by the lead name on the booking. This person must be over 21 years of age. The contract will be with the individual who is identified as the lead name and they are responsible for all other persons and animals on the booking form, in that they also adhere to our terms and conditions.
2.7. You should carefully check the details of this contract before making any payment to us.
2.8. If the deposit or balance payment is not received by us on the due dates and you have not informed us in writing with a reason for the delay in payment then we will treat your booking as cancelled.
2.9. If you choose to leave the property before the end of your rental period, for whatever reason, no refund will be offered or given other than the housekeeping bond for stays at Whitchester Gamekeeper Lodge.
We expect that you will adhere to the following in relation to you booking WHITCHESTER GAMEKEEPER LODGE OR KIDCLEUGH HIDE-
3.1. Ensure that the house is left in the condition that you found it on arrival, clean and tidy and that nothing is removed from the house contents which includes furnishings and fixtures.
3.2. Smoking is strictly forbidden in both properties. If evidence of smoking has taken place then you will be liable for £100 deep cleaning costs and any other additional costs in the relation to smoking in the property(s).
3.3. You agree to ensure that dogs are not allowed on any beds or soft furnishings. In the case of Whitchester Gamekeeper Lodge, they are not allowed in any of the bedrooms. As we do not charge for dogs, we expect that you hoover prior to vacating the property to remove dog hairs and ensure that no trace of dog is left in the property or the grounds (exceptions are made for assistance dogs but this must be identified on the booking form). Dogs must never be left alone in the property unless prior discussions have taken place with ourselves. All dog waste is to be removed from the garden and disposed of appropriately and accordingly Failure to clean to remove dog traces will incur extra cleaning costs from £25.00.
3.4. You MUST report any damage to us by the phone/email supplied during your stay. Where no housekeeping bond has been paid ALL damage must be paid for. We do not charge for odd glasses or crockery. We will charge for excessive cleaning costs (from £25.00) if the property is not left clean and tidy at the end of your rental period. When booking Whitchester Gamekeeper Lodge, your deposit also acts as your Housekeeping Bond, if damage or cleaning charges are in excess of the deposit amount then you will be invoiced for the remainder of the balance, payable within 7 days of notification of damage.
3.5. You can arrive at the Property after 16.00 on the Arrival Date for your holiday and you must leave by 10.00 on the departure, unless other arrangements have been discussed or offered in advance by ourselves.
3.6. You agree to comply with the terms and conditions set out in the guest information manual at the Property and any other regulations reasonably specified by us from time to time and ensure that they are observed by all members of your party.
3.7. You agree not to cause any damage to the walls, doors, windows or any other part of the property nor to do anything that may be reasonably considered to cause a nuisance or annoyance to us or to any other occupier of adjoining or neighbouring properties. This includes hosting parties, they are prohibited in our properties.
3.8. You agree to take all necessary steps to safeguard our property
3.9. No fireworks are permitted under any circumstances at either Whitchester Gamekeeper Lodge or Kidcleugh Hide, they pose a high risk fire safety issue.
3.10. You will not charge electrical cars at either property, it is prohibited and local charging locations must be used.
3.11. We strongly recommend that each member of your party is covered by comprehensive travel insurance. For international guests this must include the following- cancellation, flight delays, loss and damage to baggage and other property health insurance (including evacuation and repatriation coverage).
3.12. You will be responsible for your own property and its protection. We cannot be held responsible for cars parked at our property or your personal belongings.
3.13. You will not allow more people to stay in the Property than expressly authorised to the maximum capacity which is 5 persons for Whitchester Gamekeeper Lodge and 2 persons for Kidcleugh Hide, nor can you significantly change the makeup of the party during your stay in the Property, nor will you take your pet into the Property unless permitted by us in writing in advance. Only one dog is allowed in Kidcleugh Hide and 2 dogs maximum allowed in Whitchester Gamekeeper Lodge (unless prior notification and agreement has been obtained) If any of the requirements in this section are not adhered to then, we can refuse to hand over the Property to you.
3.14. Your booking is not transferable to another person. You can change your dates however without loss of deposit, after paying a £10 administration fee if you inform us in writing 60 days prior to your arrival date. Change of dates after 60 days is not permitted. See section 4.
3.15. You agree to allow us or any representative of ours access to the Property at any reasonable time during your stay for the purpose of essential repairs, in an emergency or to ensure you are complying with this Booking Contract.
3.16. If any member of your party suffers from allergies or a disability then you must inform us prior to booking, in writing to ensure the property is suitable for their use.
4. If you/we cancel or amend/alter your booking.
4.1 If you need to cancel or amend your Booking you must write to us or email us as soon as possible. If you wish to amend your booking to a different date then your deposit is transferrable following a payment of £10 to cover admin charges and pay any excess rental costs according to seasonal price changes, you will be refunded the difference if your re-booking date is of a less amount than your original booked date. You must inform us in writing and this is only applicable up to 60 days prior to your original arrival date, if you have booked a last minute break then no refund will be offered unless we can re-book your dates (please see 4.3) . You will be issued with a new invoice.
Cancellation policy refund schedule-
4.2. Up to 60 days prior to arrival- Kidcleugh Hide– £50,Deposit is non-refundable, any further payments made by yourself-fully refundable.
Whitchester Gamekeeper Lodge-£50 will be retained and is non refundable, £75 is refundable, only if you have paid the £125 Good Housekeeping Bond as your deposit. Any further, additional payments made by yourself-fully refundable.
4.3. After 60 days & last minute bookings – If you have not paid the balance you are liable for the full rental costs as indicated on your invoice under balance payment due date. No refund will be offered unless we are able to re-let the property. If the property had to be advertised at a reduced rate then you will receive the amount it was re-let for minus any costs for advertising and a £15 admin fee.
4.4. If we cancel your booking-We would not expect to make any changes to your booking once it is agreed between you and us but sometimes problems occur which are outside of our control and we do have to make alterations or, occasionally, cancel bookings (this is a rare/extreme occurrence). If this does happen, we will contact you as soon as is reasonably practical and inform you of the cancellation or the change to your booking. If we have to change your booking, then you will be offered the opportunity to cancel your booking with all monies paid to us, including your deposit, up to that date for the rental refunded. If we cancel your booking we will refund you any monies you have already paid to us, including the deposit. However, if we cancel or you decide to cancel, due to a change we have made, we will not be liable to refund you for any fees you may have paid to any third party in connection with your holiday (including, without limitation, fees for travel, entertainment, activities or insurance). We are not responsible for alternative accommodation costs under any circumstances.
Kidcleugh Hide- All linens and towels, (bath and hand per person). Electricity-within standard usage and first night logs.
Whitchester Gamekeeper lodge- All linens and towels (bath and hand per person). Electricity, oil for heating- within standard usage and first night basket of logs.
6.1. Every effort has been made to ensure that you have an enjoyable and memorable holiday. If however, you have any cause for complaint it is important that remedial action is taken as soon as possible. It is therefore essential that you contact us IMMEDIATELY by telephone or email if any problem arises so that it can be speedily resolved. We will not accept any criticism or complaint that is posted onto a social media platform where our right of response may not be possible. It is often extremely difficult, and sometimes impossible to resolve problems properly unless we are promptly notified in the manner indicated. Discussion of any criticisms with us whilst you are in residence at the Property will usually enable any shortcomings to be rectified straightaway. In particular, complaints of a transient nature (for example, regarding preparation or heating of the Property) cannot possibly be investigated unless registered whilst you are in residence at the Property.
6.2. If any complaint cannot be resolved during your holiday, you must write to us or email us with full details within 28 days of the end of your Booking.
7. Limit of Liability
7.1. Our maximum liability for losses you suffer as a result of us acting in breach of this booking contract is strictly limited to the amounts received by us in relation to your booking.
7.2. We shall not be liable for any losses which are not a foreseeable consequence of us breaching this Booking Contract. Losses are foreseeable where they could be contemplated by you and us at the time your booking is confirmed by us.
7.3 Your booking is made as a consumer for the purpose of a holiday and you acknowledge that we will not be liable for any business losses howsoever suffered or incurred by you.
8.1. This Booking Contract, together with the Cancellation Policy and our confirmation email contain the entire agreement between us and you relating to the booking and shall supersede any previous agreements, arrangements or discussions between you and us, whether oral or in writing. No representation, undertaking or promise shall be taken to have been given or be implied from anything said or written in negotiations between you and us prior to receiving the confirmation email except as expressly stated in this booking contract.
8.2. We will not be in breach of this booking contract, or otherwise liable for any failure or delay in performance, arising from any circumstances beyond our reasonable control including, without limitation, break downs of household equipment, flood, fire, explosion or accident.
This statement explains how we hold, share and process the information you share with us when making an enquiry or booking a stay at Whit & Kid stays.
Who are we– Whit & Kid stays is owned and managed by Stuart and Andrea McCormack, and is a holiday rental cottage business. Any questions relating to this statement, or a request for your personal information should be addresses to the data protection officer and sent to email@example.com or via post to West House, Rothbury Road. Morpeth NE65 8AH, or telephone 07766021569. Andrea McCormack is the data controller and processor.
Why we need your data-
We need to know your personal data to provide you with a quote for a holiday or to process and manage your booking and stay and notify you of any changes to our services prior to your stay. We do not collect any personal data from you we do not need in order to provide you with this service.
What types of data do we collect-
Quote– Name, email, and telephone number.
Booking-Amount and names of all guest members, address of lead booker, email, telephone number, payment arrangements, special requirements, such as those relating to allergies, disabilities or medical conditions which may affect any guest’s holiday arrangements at our properties.
Who do we share your information with?
We will only share your basic information (Name, dates of stay and personal requirements) with our designated cleaning/Management Company. You will be given the company name, data protection officer and contact information of the cleaning company prior to your stay or on request when an external company is being used. Please note- Stuart and Andrea McCormack, conduct the cleans themselves, so this service is only utilised by them at certain times of the year.
How do we treat your information?
All details that you give to Stuart and Andrea McCormack through Whit & Kid Stays at any time will be kept for the period of your booking and holiday. We are required under UK tax law to keep basic information on the lead booker, such as your name, address and contact details for a maximum of 6 years after which it will be destroyed. We hold your information securely and do not share this information with any third parties other than as set out in this statement. We do not hold information for marketing purposes, unless you request this service from us.
How do I find out more about information rights-?
Please contact us- Stuart or Andrea McCormack at the contact email, address or telephone number provided in this statement. If you wish to raise a complaint on how we have handled your data you can contact us to have the matter investigated. If you are not satisfied with our response or believe we are processing your data, not in accordance with the law, then if you wish, you can make a complaint through ‘The Information Commissioners’ website, it also contains further useful information and advice. www.ico.org.uk.