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 reservations are to be confirmed via your reply to our ‘confirming your booking’ 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 Properties, in these terms and conditions, and also in our “Health and Safety at New House Farm”
- 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.
8.1 – 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. 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 – 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.
10.2 – You and all members of your group confirm that you have read, agree with and will adhere to all points in the “Personal Safety and Care of the Premises” document sent with these T&C’s, relating to all parts of the Premises.
10.3 – Under no circumstances may more than the maximum number of persons agreed in the confirmation occupy the property. We reserve the right to refuse admittance if this condition is not observed. 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 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 and can result in an immediate requirement to vacate the premises, with no refund of monies due.
10.4– You are responsible for the whole property of New House Farm Country Retreat, and are expected to take all reasonable care of (including, but not limited to) all 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.
10.5– You must not use the properties for any dangerous, offensive, noxious, noisy, illegal activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighbouring properties. All noise must be kept to an minimum between the hours of 10pm and 8am, particularly outside where it must be quiet after 10pm, for other guests, 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.
10.6 – There is a surround sound system installed in the Long Barn for guests’ use, which is limited at an acceptable level, providing sound throughout the main room of the barn, which cannot be altered or modified by guests. We do not allow any additional sound system to be installed. Any music speaker brought here can only be a small, personal one, which will not add any noise nuisance to New House Farm Country Retreat. No amplified musicians or bands are allowed, and any musicians must be acoustic performers. The in- house sound 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, this venue is not for music- centric parties. The management reserves the right to insist upon the unplugging and storage of any sound system, music playing devices, modifications of our sound 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 will be considered a cancellation of your booking.
10.7 – 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 taken with you, including all packaging of any kind. We do not wish to deal with excess rubbish or bin bags left here and they 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 home the excess rubbish with you. 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.
10.8 – 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
11 Health and safety at New House Farm
For your safety, 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.
12 Care of the Premises
For the reasonable preservation and care of the condition of the Premises, 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.
- Wedding receptions and ceremonies are not permitted at New House Farm Country Retreat. Without a licence and consent from the property owners, any formal ceremony held on our premises can be made invalid upon notification to the council. In the event that a wedding ceremony is arranged without prior notice, this can result in an immediate requirement to vacate the premises, and we reserve the right to retain security deposits and charge additional costs.
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 attending the retreat. 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. (If you are hosting a retreat or workshop please see the alternate security deposit in Appendix 1). This is taken at check-in by a card ‘swipe’ banking pre-authorisation. 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 removed after departure, within 5-7 working days, 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.
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 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 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.
17.3 – 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.
17.4 – The use of some facilities may incur an additional cost. You will be informed of any relevant additional costs during the booking procedure.
17.5 – 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.
17.6 – 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.
17.7 – 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.
17.8 – All of our facilities and equipment are subject to availability.
18.1 – Please adhere to our “Health and Safety at New House Farm 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 “Health and Safety at New House Farm 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.
19.1 – 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, not upsetting other guests in any way, house trained, keeping them 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 Security and Privacy
New House Farm Country Retreat will ensure that:
22.1. – Personal data is only used for the legitimate interests of New House Farm Country Retreat, and does not unduly prejudice the rights and freedoms of the individual in question.
22.2. – Personal data will be processed fairly and lawfully in accordance with the Data Protection Act.
22.3. – Personal data will be kept only for so long as is necessary for the specified purposes.
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.
New House Farm Country Retreat . New House Farm . Sheepstreet Lane . Etchingham . East Sussex . TN19 7AY