New House Farm Country Retreat

Rental Contract Terms and Conditions

PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY. WHEN YOUR RESERVATION IS CONFIRMED, YOU ARE ENTERING INTO A LEGALLY BINDING CONTRACT, THE TERMS OF WHICH ARE SET OUT IN THESE CONDITIONS.

BY MAKING ANY RESERVATION WITH US YOU ARE CONFIRMING THAT YOU HAVE READ AND AGREE TO THESE CONDITIONS

1    New House Farm Country Retreat

   1.1 – The contract for a short-term holiday or business rental will be between New House Farm Country Retreat (referred to as “us” or “we”) and the person making the booking and all members of their group (referred to as “you” or “your”). In the following rental contract conditions, the law of England and Wales will govern the Contract. The contract of hire is not effective until we have received the deposit or full fee. The contract will be subject to these booking conditions and must be complied with. The party leader/lead booking guest must be at least 18 years of age at the time of the booking.

   1.2 – “The Property”, or “The Premises” refers to New House Farm, Sheepstreet Lane, Etchingham, East Sussex, TN19 7AY, and everything under the jurisdiction of, or legally owned by, the owners of New House Farm Country Retreat, including, but not restricted to the buildings, all contents, and the whole of the grounds within the boundary of that address.

2    Duration and Times of Lettings

   2.1 – You should not arrive before 4pm on the commencement date and leave by 10am on the day of departure. Failure to do so may result in you being charged a further day’s rental. You must not use the property except for the purpose of a holiday during the holiday period, (unless you are hosting a retreat or workshop with us, by mutual agreement), and not for any other purpose or longer period.

   2.2 – If you are going to be late for check-in please contact the management. Failure to do so may result in you being unable to access your accommodation. If you fail to arrive by midday on the day after your booking is due to commence, we may treat the booking as being cancelled by you. 

3    Booking terms and conditions

The confirmation of a booking shall not render us liable for any sum in excess of the rental fee, if applicable, in the event that the property is unavailable for occupation during the period reserved, and no contract will arise between us and you other than in accordance with the following provisions of these terms and conditions.

4    Booking Confirmation

   4.1 – All bookings are to be confirmed via your reply to our ‘confirming your reservation’ or ‘paying your deposit’ emails, which is also agreed as acceptance of these terms and conditions, unless otherwise stated. Any questions about the terms and conditions, and the related “Health and Safety at New House Farm and Care of the Premises” document, should be asked and addressed at this point. Any reservation confirmation must be accompanied by payment of the booking fee (deposit or full payment). Unless otherwise confirmed as different in an email from us, the amount of the booking fee shall be required in full, after acceptance of your reservation. If a payment schedule is presented to you, the dates of payment must be adhered to fulfil the terms of the Contract. A booking is not confirmed until all payments have been received by us.

   4.2 – In the event that a booking is accepted, the booking fee will be retained by us and treated as a payment on account of the amount payable in respect of the letting.

   4.3 – You confirm that you are authorised to confirm the booking on behalf of all persons who will occupy the property and that those persons are aware of the booking terms and conditions. You shall be a member of the party occupying the property and are required to ensure that:

• Each member of the party on whose behalf you have submitted the booking is listed submitted via email, with his or her full name and contact phone number (and age if under 18)
• Each member of the party is aware of and will comply with all rules and regulations published by ourselves in respect of the use and occupation of the Premises.
• The number of persons within the party shall not exceed the maximum number of persons booked to occupy the property, as agreed in the confirmation booking email. Any change to the number of agreed guests has to be confirmed with the management via email.

   4.4 – Any breach of these provisions will constitute a breach of contract, thereupon we may terminate the booking forthwith in which event all monies paid by you will be forfeited and you may be required to vacate the premises.

   4.5 – We reserve the right to repossess the property at any time where damage or nuisance have been caused by you or any member of your party and in such event we shall not be liable to make any refund.

5    Acceptance of Booking

The contract between us and you for the letting of the property shall arise upon us giving written confirmation of acceptance of your application (electronically to any email address provided by you). A reservation, once confirmed in writing, renders the person booking liable for the full payment of the quoted price.

6    Failure to pay

Non-payment of the sum payable under clause 4 by the due date may be treated as a cancellation of your booking and we will be entitled to re-let the property without reference to the client. The terms as to payment in clause 7 thereafter apply.

7    Cancellation Policy

7.1 – WHEN RENTING NEW HOUSE FARM COUNTRY RETREAT, ALL BOOKING APPLICANTS ARE STRONGLY ADVISED TO TAKE OUT FULLY COMPREHENSIVE PERSONAL, OR GROUP TRAVEL AND CANCELLATION INSURANCE TO COVER ANY POTENTIAL RISK TO YOUR HOLIDAY, TRAVEL, WORKSHOP, BUSINESS OR RETREAT, EITHER WHEN BOOKING, OR IN ADVANCE OF YOUR CHECK IN DATE.

  7.2 – IF NO APPROPRIATE INSURANCE COVER IS IN PLACE FOR YOUR RENTAL, THIS IS ENTIRELY AT YOUR OWN RISK, AND WE WILL NOT BE LIABLE FOR ANY CANCELLATION, UNAVOIDABLE CLOSURE OF THE PREMISES, OR FOR ANY GUESTS UNABLE TO ATTEND.

7.2 – All payments are non-refundable by us. Any request to cancel has to be submitted in writing, via email, so you may notify your holiday, travel, event or business insurer of our confirmation of your cancellation.

   7.3 – Any refunds must be claimed from the insurer covering your holiday, travel, business, retreat or workshop

   7.4 – We will provide all necessary, reasonable documentation in respect of any insurance claim to be made by yourself to your insurer. We reserve the right to charge an administration fee for the provision of any information that is deemed to be excessive in respect to that claim.

7.5 – Any other discussion that you may have had with the management of

New House Farm Country Retreat regarding refund policy, or of any amendment to these terms and conditions, needs to be agreed in writing via email.

8    Changes

8.1 – We reserve the right to amend the price quoted in any brochure or rates sheet due to errors or omissions, or changes in the VAT rate. In such circumstances we will contact you as soon as we become aware of an increase in charges. If you do not wish to pay the increase you shall be entitled to cancel the reservation and receive a full refund for all monies paid in respect of the reservation providing notice of cancellation is given in accordance with the provisions of clause 4 and within 7 days of you receiving notice of the amendment to the price to be charged from us.

8.2 – We are not liable for any changes to any part of New House Farm Country Retreat, that are not reflected in the wording or images of any brochures, our website, or any other information – promotional or otherwise. We make every effort to ensure all materials relating to the premises and the facilities are kept up to date.

9    Changes to bookings

We will consider any request to change dates after confirmation has been issued, although a re-schedule of the booking dates is not guaranteed. We reserve the right to charge an administration fee in the event a change of booking is made.

10    Occupancy and Use of Property

10.1 – So we may communicate with your group if necessary, the person in your group who made the booking will be classified as the “lead responsible guest”. An alternative appropriate person in your group can be selected as that person if you wish, confirmed in writing via email, or upon check in. We will need a mobile phone contact number for the lead or nominated lead responsible guest. That mobile phone will need to be reachable at all times, should we need to contact the group.

10.2 – A list of names, addresses and contact details must be provided of all members or your group attending the property, and the ages of any children. Children under the age of 16 must be under supervision, and in sight of at least one of their responsible adults, at all times.

   10.3 – You and all members of your group confirm that you have read, agree with and will comply with all rules and regulations published by ourselves in respect of the use and occupation of the Premises, both in these terms and conditions, and also in our “Personal Safety and Care of the Premises” document (supplied).

10.4 – Under no circumstances may more than the maximum number of persons agreed in the confirmation occupy the property. Any persons other than members of your party must not use the facilities of New House Farm Country Retreat, unless prior written consent has been obtained by us. Only residents staying at New House Farm may use the Long Barn, and any staff, or other professionals, numbering up to 5 maximum, may be allowed inside. Any over-occupancy is considered to be a serious infringement of the terms and conditions.

10.5  – You are responsible for the entire premises of New House Farm Country Retreat, (or of the portion detailed in your hire confirmation email) and are expected to take all reasonable care of (including, but not limited to) all of its furniture, pictures, fixtures and fittings and all other effects, including the grounds, outside furniture and the facilities, plants, borders and pathways, in or on the property.

   10.6 – This rental contract is not for fully serviced accommodation. All areas will be cleaned and prepared for your use, and it is expected that the entire Premises is left in a similar condition. Other than the toiletries, logs and other similar supplies that are left for your use inside the accommodation and indoor shared areas, guests need to replenish any further required supplies during their stay. We can arrange cleaning and replacement linen and towels if necessary, by request in advance of your stay. Please ensure that you have all of the information you need before finishing your check in. A briefing will be offered, and it it may be necessary for the majority of guests to attend this to be clear on rules, regulations and noise restrictions. After this our staff may be available for contact only in the case of an emergency. Please use the phone contact number given to you when checking in.

10.7 – This is a peaceful country venue, with little background noise except for the sounds of nature. You must not use the properties for any noisy, offensive, dangerous, noxious, illegal activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighbouring properties. Sound outside must be kept to a minimum. After dark, and during the night hours, the outdoor sound from the premises must be little more than the background sounds outside, and no outdoor sound from the premises that may exceed this can be for any unreasonably sustained period of time, so as to cause a noise nuisance. This is for other guests, neighbouring properties, and to maintain the peaceful nature of our location. Otherwise we reserve the right to ensure any noise is minimised, and to retain a sum from the security deposit, accordingly. There are also “quiet zones” which will be pointed out to you, where guests are not permitted to gather at night or otherwise make noise. Also, there are some areas which are prohibited from use after dark, and during the night hours.

10.8 – There is a surround sound system installed in the Long Barn for guests’ use, which is limited at an acceptable level, providing sound in the main room of the barn, which cannot be altered or modified by guests. We do not allow any additional stereo or sound system to be used. For outdoor use, we can supply 2 small portable stereo speakers. No other speakers may be used around the pool area or the Farmhouse gardens to the south and east. Any music speaker brought here can only be a small, personal one, which will not make any noise nuisance to neighbours, or to the surrounding area. Any performing musicians must be acoustic performers. The in-house stereo system in the Long Barn has an input for 1 device using 1 power point plug. No external equipment requiring more than one power point plug can be used (eg DJ decks and a mixer). No additional non-decorative lighting can be installed or used. DJs cannot be hired to perform here. Whilst music can be played, at a reasonable background level, this venue is not for music-centric or noisy parties. The management reserves the right to insist upon the unplugging and storage of any sound system, music playing devices, modifications of our stereo system, or other sound and lighting equipment brought in at any time (to be used by either the guests or a hired entertainer). Refusal to do so may be considered a cancellation of your booking.

   10.9 – In the Lodges, Farmhouse and Long Barn we have provided general waste and recycling bins for use, which must not be over-filled, and we will dispose of the rubbish bags from these for you. As self catering accommodation, all excess rubbish from your stay here has to be managed by your booking’s group, and not left on site, including all packaging of any kind. Excess rubbish or bin bags left here will be charged at £10 + VAT per bag for the removal costs. If ordering a supermarket delivery to arrive here, remember to order black bin bags to take manage any excess waste. If you are being catered for by a third party caterer, they must take care of the waste for you, or you will be responsible for its removal.

10.10 – We ask that you inform us of any damage, faults or other issues that you may find upon your arrival, or during the course of your stay, so that we may address them for you where appropriate, to ensure the most comfortable stay possible for you and your guests

   10.11 – Call-outs to our team or management that are not considered an emergency or are considered over and above usual requirements will be subject to charges, and we reserve the right to make a charge accordingly.

11    Health and safety at New House Farm

For your safety, you and your whole group agree to follow all rules and guidance in the document “Personal Safety and Care of the Premises” as part of these terms and conditions.

12    Care of the Premises

For the reasonable preservation and care of the condition of the Premises, and its environment, you and your whole group agree to follow all rules and regulations in the document “Personal Safety and Care of the Premises” as part of these terms and conditions.

13    Following Covid-19 UK Laws and Guidance (including any other pandemic, communicable diseases and their relevant laws and guidance)

Upon arrival at New House Farm Country Retreat, you, as lead guest (or a retreat team leader – see Appendix 1) agree to sign our Safety Awareness Agreement (sent to you via email, and also presented in person upon check in) relating to any health and safety situations, that guests need to be aware of, including pandemic or outbreak of any communicable disease. This declares that every member of the group (or retreat – see Appendix 1) understands how it is possible, and have been shown how to follow all UK laws and guidelines in relation to health and safety, and the prevention of the spread of Covid-19 or any other communicable disease, and also agree to follow those laws and guidelines. It is the responsibility of the lead guest (or retreat organiser – see Appendix 1) to make sure all guests comply with this agreement, and New House Farm Country Retreat is in no way liable for guests not following, or breaking any relevant laws or guidelines. We are in no way liable for any fines or other charges incurred from not following laws and guidelines imposed by any external authority.

14     Weddings

Wedding receptions and ceremonies are not permitted at New House Farm Country Retreat. In the event that a wedding ceremony or reception is found to have been arranged, this will result in a cancellation of the booking, and requirement to vacate any hired premises. We reserve the right to retain all fees, security deposits and charge additional costs if necessary.

15    Rights of Admission Reserved

If any guest is refused admission, is refused accommodation or is asked to, with a reasonable explanation provided to you, and you do not allow us to ensure that that guest leaves the site, we will accept this as a cancellation of the booking for you and the whole group. You have a responsibility to keep a peaceful atmosphere here, with your group and its attendees, and this is to ensure that we can also maintain that atmosphere, and so that your stay can continue smoothly, and unhindered by any unacceptable behaviour.

16    Security Deposit / Damages and Extra Charges Deposit

16.1 – When checking in to New House Farm Country Retreat, you are required to provide a security deposit of £250 for each lodge, £500 for the Long Barn if being used for exclusive use, and £500 for the Farmhouse (equal to £2500 for exclusive hire). (If you are hosting a retreat or workshop please see the alternate security deposit in Appendix 1). This security deposit is facilitated at check-in by giving a card ‘swipe’ allowing your own bank to allocate that sum to a pre-authorisation which does not remove any money from your bank at any time, unless there is a need to pay for any extras or damages. We can only accept this from one card, unless agreed otherwise. Please note we cannot accept credit cards for this, only debit cards. This pre- authorisation is a ‘ring fencing’ of the funds by your own bank, and this is ‘ring fence’ removed after departure, after up to 10 working days. No request for any payment from the security deposit procedure will be made providing the property is left clean and tidy, that there have been no breakages or losses, extra cleaning required, or any extra people found to be staying at the property, or any other issues that incur a cost beyond your agreed reservation and use of our services. Please remember to take your excess waste and rubbish (any more than fits in the indoor bins provided, which must not be over-filled) or an excess rubbish charge will be taken from your deposit. See the “Personal Safety and Care of the Premises” document.

16.2 – In the event that you or anyone staying at the property during your reservation period causes damage or incurs a need for more than our usual cleaning services or leaves the property without taking excess rubbish with them, or without settling invoices for additional services or supplies received during your reservation period, or incur any other costs, you will be notified in writing of the details of any extra costs incurred within 7 working days after the end of the reservation period and this amount shall be deducted from the security deposit or payment will be required by you.

17    Outdoor Facilities & Equipment Including Hot Tub & Swimming Pool

   17.1 – You agree that the use of the outdoor facilities and equipment is at your own risk (or of any third party residing in the property during the period of your reservation) in all respects, and all relevant guidelines and advice presented are followed for your own safety, and for the safety of others.

17.2 – The swimming pool is open from 9am to 8pm (or dusk – whichever is earlier). The hot tub is open from 9am to 9pm. As a quiet country destination, ‘pool parties’ are not allowed.

17.3– The hot tub is strictly for the use of adults only. Please do not be embarrassed if asked to leave if there are children in the hot tub with you.

17.4 – Children are to be safely supervised at all times by a responsible adult in the swimming pool area, and near the hot tub area, and all other potential water hazards.

17.5 – Because of the quiet nature of this part of the countryside, any stereo systems by the pool need to be for background sound, and near the farmhouse, facing towards the farmhouse.

17.6 – We take every precaution to ensure all of our facilities are working at all times for our guests (subject to reasonable availability, such as seasonal use). However, sometimes mechanical, or other failure can occur. We accept no liability for any of our facilities not being available for use due to any such failure, or other reason beyond our control. Please inform us as soon as possible if there is a problem with any of our facilities as soon as possible so we may address any situation appropriately.

17.7 – You and all of your group agree to follow all verbal guidelines, the printed safety guidelines provided around New House Farm, and the “Health and Safety at New House Farm and Care of the Premises” document provided via email. We accept no responsibility or liability for any injury, or death to, or by, any person who does not adhere to the safety guidance in respect of the outdoor facilities.

17.8 – Wi-fi internet access is provided free of charge for guests in certain areas. The Long Barn, the Garden Lodges, the Pool Lodges, and the swimming pool area have Wi-fi coverage. We can also provide a portable Wi-fi device that runs on a 4G network if needed, for which a security deposit is required.

17.9 – All of our facilities and equipment are subject to availability.

18    Liability

18.1 – Please adhere to our “Personal Safety and Care of the Premises” document at all times – we accept no responsibility for any injury, or death to, or by, any person who breaches the safety guidelines of the New House Farm Country Retreat.

18.2 – All warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this agreement. Nothing in this agreement limits or excludes the liability of us for death or personal injury resulting from negligence or liability incurred by you as a result of fraud or fraudulent misrepresentation by us.

18.3 – We shall not be liable for loss of profits, loss of business, loss of anticipated savings, loss of personal property or possessions, loss of use of the property or any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses in respect of the reservation.

18.4 – You agree to take all necessary steps to safeguard your personal property. No liability to you is accepted in respect of damage to or loss of such property, except where the damage or loss is caused by our negligence. It is your responsibility to keep all buildings locked when unoccupied, and take the relevant keys with you, or leave it with a member of the management team. If any building, or the property itself, is left open or unlocked, the management accepts no responsibility for any loss.

18.5 – On check-out please ensure the keys are handed to a member of the management team, or please lock your accommodation’s (and any other buildings’) external doors and post them in the safe place on site shown to you upon check in, or leave them in your accommodation where they can be easily found. Any missing keys will incur a replacement cost to be taken from your security deposit.

18.6 – Unless agreed by prior arrangement, the clearly specified areas marked as “Private” are not to be accessed by any guests. By booking with us, you agree that there are private areas in New House Farm that are clearly and strictly inaccessible as part of your booking to stay at New House Farm, and if any member of your group goes into a designated private area, and not leave, we reserve the right to take this as a cancellation of your booking, and you agree to leave the property with immediate effect.

18.7 – We accept no responsibility for any injury, or death to, or by, any person who breaches the boundaries of designated restricted or private areas. All areas where there are water hazards, or other natural hazards, will be pointed out to you verbally, and in the “Personal Safety and Care of the Premises” document, along with all necessary safety advice and any other hazard warnings. This information will be emailed to you upon confirmation of your booking.

18.8 – Any vehicle of yours or any third party making use of the property during the period of your reservation is left at the property entirely at the risk of the owner of the vehicle. You and any member of your group agree to drive at no more than 5 miles an hour whilst at New House Farm.

18.9 – New House Farm Country Retreat, and it’s owners will not be held liable for any guest or tenant cancellations due to adverse weather conditions, illness, any change in personal circumstance or health, travel complications or any other reason whatsoever, including those listed above, expected to be covered by your own insurance.

19    Insurance

19.1 – New House Farm Country Retreat is covered by insurance, including public liability insurance. It is the responsibility of the guest(s) or business(es) letting the property to ensure they and all guests and visitors during their short term tenancy have suitable and adequate insurances in place, including personal injury, health and medical, accidents and travel, and to ensure that all 3rd party suppliers/visitors they employ or invite on to the property have had prior approval from the property owners to access the property and that they also have suitable and adequate insurances and adequate local authority and health and safety certification in place.

19.2 – Tenant and Guest insurance cover is expected to include, but is not limited to:

19.2.1 – Death, injury or illness happening to you, a member of your family or a friend.

19.2.2 – Any change in your personal circumstances or health, including falling pregnant.

19.2.3 – A recommendation from your GP or medical professional after you have booked.

19.2.4- Adverse weather conditions including snow, frost, fog or storm.

19.2.5 – Mechanical breakdown. accident, fire or theft en-route of a private vehicle en-route or prior to arrival.

19.2.6 – Strike action, other union activity, rioting or civil unrest and civil disturbance.
preventing or causing delay to travel,

19.2.7 – Restrictions to travel imposed by the government or any authority, including changes.

19.2.8 – Jury service and court summons.

20   Force Majeure

In our terms and conditions “Force Majeure” means any circumstances beyond our reasonable control including, without limitation, an act of God, fire, disease, government action, flood, war or acts of terrorism. Where an event of Force Majeure results in the Property being unavailable we shall not be deemed to be in breach of contract and shall not be liable either to refund you any monies or for any other claim for loss or damage incurred by you.

21    Regulations and Conditions Regarding Pets

We do not allow dogs or other pets at New House Farm Country Retreat unless arranged in advance in writing, and a strictly limited number only shall be allowed. We can recommend excellent local kennels that will allow dogs to stay with them, be picked up during the day, and dropped off again between the hours of 9am and 5pm. We reserve the right to refuse guests entry if attempting to bring unauthorised or inappropriate dogs onto the property. No dogs can go in carpeted areas, on beds, or furniture. You guarantee that they are to be quiet, that they will not upset other guests in any way (including noise), that they are house trained, that they will be kept on a lead and at heel at all times when on the Premises. We reserve the right to refuse dogs entry and retain security deposits if these terms are not met.

22    Our Privacy Policy

New House Farm is a family-run business offering all manner of helping with holiday lets, from taking bookings and welcoming guests, to helping with property management and going the extra mile to ensure your guests have the best possible holiday.

Our use of personal information allows us to operate in the High Weald of East Sussex, providing holiday lets and property management, helping to ensure we offer a professional and personal service.

This policy is effective from 25th May 2018.

Who are we? In terms of this privacy policy, ‘New House Farm Country Retreat’, ‘we’ or ‘our’ means: Jon Carter and Nina Carter – a partnership based in Etchingham, East Sussex.

How we collect and store information about you

We collect and store information about you in a couple of different ways which we’re going to detail now.

Information you provide to us directly

You may get in touch with us to make an enquiry, or to book a self-catering holiday let either over the phone or online via our website. You may also wish to seek help or advice when running your own holiday let or retreat in the High Weald of East Sussex.

When you’re using our website, we also collect personal information using what’s known as cookies (see below) and other methods of tracking. This means we’ll receive information regarding the type of device you’re using to access our site, and the settings your device may provide us with additional details about the type of device you’re using, the specific model and operating system you’re using, your device settings, and why a crash has occurred (if applicable). This is in accordance with common website practice. For more details on the the information available to us through your device, check with your manufacturer or OS provider.

Information you provide to us indirectly

Your information may be passed onto us by third parties.

For example, when you look at one of our properties through groupaccommodation.com your supplied name, email address, phone number, and any additional information you give will be passed onto us.

We’d also advise you to check any privacy policy that has been provided where there is any mention of a third party giving us your data. For example when you are looking at our listing through a third party website i.e:

https://www.coolstays.com privacy policy

AirBnB’s privacy policy

Groupaccommodation.com’s privacy policy

TripAdvisor’s privacy policy

Information from other sources

We may also use information from the sources detailed below:

Social media

Your privacy settings for social media platforms such as Facebook, Instagram or Twitter might be set up so that you give us permission to access certain information from those platforms – for example, tagging us in a post or photo. Your browsing behaviour may also be used in our marketing efforts to retarget you on Facebook, Instagram & Google.

Information available publicly

We may also collect information available from public sources such as company websites, public social media accounts, the electoral register and Companies House. This helps us to put together a more complete picture of someone’s interests in New House Farm Country Retreat, and in preparing invoices, for example.

The personal information we collect

We store, collect and use the information detailed below:

Your name, email address, postal address, contact details (mobile number and/or landline) and details of your booking (including the number of guests in your party)

Your bank or payment details where you’ve provided these to make a payment

Any queries or requests you’ve submitted to us, and any other personal information you’ve provided to us

CCTV footage data from on site cameras

How we use your personal data

We’ll use your personal information in the following ways:

Take bookings for your stay as a guest in one of our properties. Property management and/or managing bookings for your holiday let. Keep a record of your relationship with us. Contact you regarding your booking or property. Respond to any complaints or queries you get in touch with us about. Better understand how to improve the services we provide by analysing data and conducting market research. Send correspondence to you. Display content that is suitable for the device you’re viewing our website on (such as a smartphone, tablet or PC). Protect our staff. Practice due diligence. Conduct training and/or quality control via our systems. Audit and administration of our accounts. To meet legal obligations, such as fulfilling a contract with you, or our obligations to regulators, government and/or bodies of law enforcement. Establish, enforce or defend legal claims. How we protect your information. We ensure that the appropriate technical and organisation safeguards are in place in order to protect your personal data. This includes using a secure network. Sharing your information with other organisations. We’ll never pass or sell your information onto third parties for their marketing efforts. As a caveat, we may disclose your personal data to third parties regarding some of the other purposes we’ve set out in this privacy policy to:

Marketing agencies performing services on our behalf. IT service providers. Analytics and search engine providers

Please note that we do reserve the right to disclose your information to third parties under the following conditions:

We sell or buy any business assets and disclose your personal information to a prospective buyer or seller of these assets. All of our assets are acquired by a third party – your personal information may be included in those assets. Keeping your information updated

We may from time-to-time use information from external sources to keep our records updated. This includes sources such as the public electoral roll, and the post official national change of address database. We’ll only use sources we’re confident that you’re aware of and where you are fully informed of how your information may be accessed and used.

This helps us to ensure we never store duplicate records or preferences that are out-of-date – and also helps make sure we don’t contact you against your wishes (when you’ve explicitly asked us not to).

We want to give you full control of your data, and you may feel free to opt out from this activity at any time. To find out more, just contact us via info@nhfcountryretreat.com or give us a call on 07544 489698.

If you wish to let us know of a change in your contact details, similarly just get in touch via the phone number or email address above. We will update our records accordingly and appreciate you informing us of any changes.

How long we keep hold of your data

New House Farm Country Retreat has specific guidelines in place to determine how long we keep hold of your personal data. These are determined by both legal and operational considerations. As an example, we’re required to keep some of your information for tax purposes.

Your rights

According to UK data protection law, you have rights over any personal information that is held about you. We’ve broken these down for you below:

The right to access your personal information

It’s your right to request access to any personal data we hold about you. It’s also your right to request a copy of that information from us – which we will provide to you unless legal exceptions dictate otherwise. If you wish to access your information, you may send a written request to :

Data Protection Officer, New House Farm, Sheepstreet Lane, Etchingham, East Sussex, TN19 7AY

The right to have incorrect personal information corrected

It’s your right to get any inaccurate or incomplete information we hold about you amended. If you think the information we hold about you might be wrong or incomplete, just provide us with the details (using the details mentioned above) and we’ll investigate and correct any inaccurate information.

The right to restrict use of your personal information

It’s your right to ask us to restrict the processing of some or all of your personal information if: Some information we hold about you is incorrect, if we’re not legally allowed to use it, if you require us to retain your information in order to establish, exercise or defend a legal claim, if you believe your right to privacy outweighs our interests to use your information for a specific purpose and you object to this

The right to be forgotten

It’s your right to request that we delete some or all of your personal information from our system. We will carry out this request as long as there are no legal exceptions preventing us from doing so.

The right for your personal information to be portable

If we’re processing your personal information by automated means (either to carry out a contract with you or having received your consent to do so) it’s your right to request we provide you or another service provider with that information in a digital or machine-readable format.

The right to object to the use of your personal information

If we happen to be processing your personal information based on our own interests or for research or statistics, you have the right to object to your information being used in this way.If we’re processing your information for the purposes of direct marketing, and you decide to object, we’ll stop processing your information as soon as possible.

You can exercise any of the above rights at any time. To do so, please contact :

Data Protection Officer, New House Farm, Sheepstreet Lane, Etchingham, East Sussex, TN19 7AY

It’s possible we may need to request further information and/or proof of your identity. However, all requests will be responded to within one month – unless we contact you to state otherwise.

Please bear in mind that exceptions will apply to several of the above rights, and not all rights will be applicable in all circumstances. For more details, it’s recommended that you check the guidance outlined on the UK Information Commissioner’s Office (ICO) website.

How we use cookies

Cookies are basically little text files placed on your computer by the websites you visit, and are essential to ensure a website is functioning optimally. Often they contain a unique number which can recognise your computer when you return to a website you’ve been to before.

They also collect statistics to ensure maximum site functionality, along with monitoring how well our ads performing.

Third party cookies set by New House Farm Country Retreat :

Google Analytics

We use Google Analytics to measure how people are using our website via cookies. This information then helps us improve our website for visitors. We may also use it to measure how effective our ads are, and allow relevant ads to be shown to people who have shown interest in specific sections of our website – or to exclude them from specific ad campaigns that won’t interest them.

If you’ve explicitly opted into Google’s data privacy policy, Google will also be able to identify you across multiple devices by associating your IP address with other data they hold, so you can be identified across multiple devices. To refuse the use of cookies, select the appropriate settings on your browser (instructions on how to do this below).

There’s also a Google Analytics opt-out browser add-on which is available to install by clicking through to this external link. Installing this add-on will stop the transmission of information generated by cookies regarding your use of any website and of your IP address to Google.

Read the Google Analytics privacy policy via this external link

MailChimp

MailChimp is the world’s largest email automation service. We use MailChimp to send out any emails, including newsletters, updates or promotions. We also use MailChimp to store our email list and monitor how recipients are reacting to emails (such as click and open rates) to gauge how we can improve in future.

Learn more about MailChimp’s privacy policy by following this external link.

Other cookies

Please bear in mind that we may use additional cookies from third-party or analytics partners from time-to-time over the short-term to improve the effectiveness of our ads.

Disable cookies on browsers

If you want to disable cookies on your web browser (such as Google Chrome, Mozilla Firefox, Safari or Internet Explorer), just click the ‘Help’ menu in the toolbar. This should guide you on how to change the settings on your browser, and how to disable cookies completely. For more guidance, click this link to AllAboutCookies.org (external link).

Changes to this policy

There may be future changes to this privacy policy. If any significant changes occur regarding the way your personal information is handled, we’ll make this clear via our website – or by contacting you via email.

Contact us

If you would like to get in touch with us for any reason (whether to ask a question, leave a comment, suggest a change or make a complaint) please contact us via info@nhfcountryretreat.com or give us a call on 07544 489698.

You can also reach us by post:

23    Disclaimer

Please be forewarned that it is possible to catch computer viruses by accessing a web page or by downloading or running an infected program. Whilst New House Farm Country Retreat has taken steps to ensure that the pages on this web site are free from infection, such is the nature of the Internet that no assurance can be given that the pages of this web site are indeed free from infection. It is a condition of us allowing you free access that we will not be liable for any loss or damage suffered by any person accessing this web site, or any third party resulting directly from the transmission of a computer virus resulting from the accessing of this web site. Please note that the information available on this web site may be incomplete, out of date or incorrect. It is therefore essential that you verify all such information with us before taking any action in reliance upon it. It is a condition of us allowing you free access to the material on this web site that you accept that we will not be liable for any action you take in reliance on the information on this web site. The contents of the pages on this web site are copyright of New House Farm Country Retreat. The copying or incorporation into any other work or part or all of the material available on this web site in any form is prohibited save that you may download extracts of the material on the site for your personal use or copy the material on the site for the purpose of sending to individual third parties for their personal information provided that you acknowledge us as the source of the material and that you inform the third party that these conditions apply to them and that they must comply with them.

APPENDIX 1

Terms and Conditions specific to retreats and workshops to be held at

New House Farm Country Retreat

24 – All of the terms and conditions above in clauses 1 to 23 apply to all retreats, business groups and workshops to be held at New House Farm Country Retreat, and to all the guests and attendees thereof.

25 – The following terms and conditions apply specifically to retreat and/or workshop hosts and organisers, and their related businesses. Only where the terms and conditions below differ from the above clauses 1 to 23, the below terms and conditions take precedence for retreat, business or workshop groups.

26 – Confirmation of your booking will be provided by us via e-mail, in the same way as detailed above in clause 4, and will commit both you and us to your booking.

27 – Retreat staff are welcome to arrive from 1.00pm on the first day, and students strictly from 4.00pm onwards. All bedrooms must be vacated by 10.00am on the day of departure, with check out of the Farmhouse kitchen and Long Barn required by 12.30. Please contact us if you need to make other arrangements.

28 – At least one senior staff member (chefs not included) must remain on-site throughout the length of the retreat, when there are students present, and until all your group have all left.

29 – We offer self-catering accommodation which means that we do not provide serviced accommodation. Once the initial toiletries, toilet roll, teas, coffee etc which we supply upon arrival have run out you will be expected to replenish these for your guests, or your guests will have to replenish these supplies themselves.

30– Call-outs that are not considered an emergency or are considered over and above usual requirements will be subject to charges, and we reserve the right to make a charge accordingly.

31 – No more than the stated number of persons at the time of booking your stay are permitted to use the property. We reserve the right to charge a fee if additional guests and/or visitors arrive at the property without prior agreement.

32 – We legally require a list of names of all guests and staff staying in your retreat, along with their arrival dates, and this must be provided before check in.

33 – You have full access to the Long Barn for the length of the retreat, but in the case of circumstances beyond our control, we may have to restrict access to the Long Barn. This would be for (but not restricted to) ensuring the safety of all guests at all times.

34 – The owners reserve the right to refuse entry to a property and cancel a booking at any time.

35 – A booking is not secure until a deposit has been received to confirm your booking.

36 – Before checking in, we require a single pre-authorisation of £400 via a bank card ‘swipe’ from a single debit card. This is to ensure that any extra charges, or the cost of breakages / lost items, is covered, in line with the terms and conditions above regarding security /damages deposit. We do not accept credit cards

37 – The retreat/workshop organiser must submit their retreat or workshop itinerary to New House Farm Country Retreat at least 3 weeks prior to the retreat date for agreement with the management that this itinerary will enable a smooth running retreat.

38 – Any discussion regarding a retreat or workshop’s specific needs, not in line with these terms and conditions must be confirmed and approved by management in writing, in advance of your check in.

39 – Additional linen and bedding for sofa beds, extra single beds and extra towels are available on request at the time of booking, for which additional charges apply. There is no guarantee that they will be available if only requested upon arrival, or during your stay.

40 – Arrival at New House Farm Country Retreat means that every member of the retreat party accompanying you also understands and follows these terms and conditions and that they apply to each individual as a guest at the venue.

41 – If any guest or organizer of the retreat is refused admission, is refused accommodation or is asked to, with a reasonable explanation provided to you, and you do not allow us to ensure that that guest leaves the site, we will accept this as a cancellation of the booking for you and the whole group attending the retreat. You have a responsibility to keep a peaceful atmosphere here, with your retreat and its attendees, and this is to ensure that we can also maintain that atmosphere, and so that the retreat can continue smoothly, and unhindered by any unacceptable behaviour.

42 – Our maximum liability for losses you suffer as a result of us

acting in breach of these terms and conditions is strictly limited to the total amount you have paid to us. This includes compensation for any losses which are a foreseeable consequence of us breaking the agreement. Losses are

foreseeable where they could be contemplated by you and us at the time your order is accepted by us. This does not include or limit in any way our liability for death or personal injury caused by our negligence or for fraud or fraudulent misrepresentation; or for any matter for which it would be illegal for us to exclude, or attempt to exclude, our liability.

43 – Deposit and Full Payment Schedule

Payment is required in full in advance.

Only for any retreat, workshop or similar, where places need to be sold to third parties for attendance, the payment schedule will be as follows :

25% deposit is due at time of booking – non-refundable

50% is due 90 days before arrival date – non-refundable

25% is due 30 days before arrival date – non-refundable

Any other discussion that you may have had with the management of

New House Farm Country Retreat regarding alternate payment schedules, needs to be agreed in writing via email.

44 – Following Covid-19 UK laws and guidance

Upon arrival at New House Farm, you, or a retreat team leader will agree to sign our Covid-19 Guest Charter (attached) which declares that every member of the group understands how it is possible, and have been shown how to, follow all UK laws and guidelines in relation to safety and the prevention of the spread of the Covid-19 virus or any other communicable disease, and also agree to follow those laws and guidelines. It is the responsibility of the retreat organisers and leaders to make sure all guests comply with the charter, and New House Farm Country Retreat are not liable in any way for guests not following, or any breaking of these guidelines and laws