BOOKING CONDITIONS

DEFINITIONS In these Booking Conditions:

“Booking” means a booking for a Property.

“Booking Conditions” means the terms and

conditions of these booking conditions, including the

general notes.

“Booking Form” means the booking form supplied

by the booking office or obtained from the Website,

completed and submitted to us.

Regulation (EU) 2016/679 (as applicable) and any

other laws relating to the protection of personal data

and the privacy of individuals.

“Dorset Hideaways” means Dorset Hideaways,

a trading name of Cotswolds Hideaways Limited,

a company registered in England and Wales with

company number 06395333 whose registered office

is at Retreat House Draycott Business Park, Draycott,

Moreton-In-Marsh, Gloucestershire, England, GL56 9JY.

You wish to rent the Selected Property as stated in

the Booking Form or other written confirmation of

the Booking from You.

1.1 Dorset Hideaways arranges short term holiday

rentals of the Properties (including the marketing,

booking and liaising services) as agent for the Owner

of the relevant Property and, in some cases, manages

a Property as agent for its Owner as well.

2 CONTRACT

2.1 The Contract for renting the Selected Property is

between You and the Owner and it incorporates and

is subject to these Booking Conditions.

2.2 By making a Booking you are deemed to have

issues a Booking confirmation to you pursuant to

condition 3.5.

3 BOOKING AND PAYMENT

3.1 You may make a Booking by

• Contacting Dorset Hideaways by telephone on

01929 445566; or

• Sending an email giving details of your Booking

requirements to Dorset Hideaways at enquiries@

dorsethideaways.co.uk; or

• Booking online at www.dorsethideaways.co.uk

3.2 If, when making your Booking, the start date of

away, You must pay a non-refundable deposit to

Rental Fee. The balance of the Rental Fee is payable 8

weeks before the start of the Rental Period.

as your Booking if the Booking is made 8 weeks or

less before the start of the Rental Period.

monies due at the time of Booking have been

received in cleared funds. You should check the

Booking confirmation form carefully and notify

discrepancy or mistake.

3.6 Dorset Hideaways or the Owner may at any

time before Dorset Hideaways issues a Booking

confirmation accept bookings from other customers

for the Selected Property.

3.7 If the Selected Property is unavailable for your

unable to accept the Booking for this or any other

4 METHODS OF PAYMENT

days before the start of the Rental Period.

4.2 For Bookings made less than 3 days before

the start date of the Rental Period, no credit card

payments will be accepted. Payment must be made

by debit card or BACS. In addition, two forms of

proof of identity (one of which must be proof of your

home address) will need to be supplied for these

last-minute bookings.

5 CANCELLATION

at enquirie[email protected].uk or in writing at

5.2 A cancellation charge is payable depending on

Period start date that the notice of cancellation is

is set out below, where number of days refers to the

number of days’ notice given at cancellation prior to

Rental Period start date, and the Cost refers to the

percentage of the Rental Fee of the Selected Property:

No. of days prior The Cost you will

to the start of the incur to cancel your

Rental Period booked confirmed Booking

1–28 days 100% of the Rental Fee

29–56 days 50% of the Rental Fee

57 days or more Full deposit under

Condition 3.2

from you in accordance with further condition 5.5.

or unusable for any reason prior to the start of the

Rental Period, Dorset Hideaways will use reasonable

If an alternative Property is unavailable, you will be

reimbursed any sums received from you in respect of

the Contract.

5.5 If you agree to take an alternative Property, you

will be sent a Booking confirmation setting out

details of the new Property, Rental Fee and Rental

Period and you will be deemed to have entered into

(deemed to be the Selected Property), such contract

you shall be liable to make payments in accordance

with these Booking Conditions.

6.1 The Rental Period commences, unless otherwise

notified, at 4.00 pm on the day of arrival and

6.3 Rental Periods may not exceed 28 nights.

6.4 Dorset Hideaways will notify you, once you

have paid the Rental Fee in full, if a late departure is

available and what the fee will be. This fee must be

paid at the time of the request.

6.5 If your stay extends beyond the period of hire

agreed under conditions 6.2 and 6.3, you may be

for the additional time based on the applicable

7.1 Dorset Hideaways will endeavour, but is under

confirmed and accepted. Such a request will only

be accepted if:

• the Rental Period is more than 8 weeks’ prior to

your request;

• the Selected Property is available for the new

Rental period requested;

• the Selected Property Owner agrees;

• you pay an administration fee, £42.00 (including

VAT) at time of publication but variable, and any

sums due in respect of any higher Rental Fee for

the Selected Property for the new dates.

• if the Rental Fee for the changed Rental Period

the two Rental Fees if the Selected Property is

Fee will be due to You.

8 USE OF SELECTED PROPERTY

in the Selected Property will not exceed the

maximum number stipulated in promotional

materials or on the Website. Infants under the age

of 2 years at the start of the Rental Period may also

stay if sleeping in a cot up to a maximum number

of infants equal to the number of bedrooms at

the specified Property (unless stated otherwise in

promotional material or on the Website).

8.2 You agree that the Selected Property will be

used for personal and domestic purposes only.

of the Selected Property.

reasonable regulations relating to the Selected

Property or the site within which the Selected

Property is situated. These will be communicated

to You prior to or upon your arrival.

8.6 Smoking of tobacco in any form or E-cigarettes

is not permitted within any Property offered by

Dorset Hideaways.

9 CARE OF SELECTED PROPERTY

contents in the same condition and repair as found

procure that your guests shall also take such care of

the Selected Property and its contents.

Waiver scheme, then the costs of making good any

accidental loss or accidental damage to the Selected

Property and/or its contents caused through act or

making good any such accidental loss or accidental

damage above the predetermined amount. You are

fully responsible for any loss or damage caused by

is not deemed as accidental.

9.3 If the selected Property is not included in the

Damage Waiver scheme, You may be required by

the Owner to pay a security deposit at the time of

booking. If this applies to the Selected Property you

The security deposit will be refunded at the end of

or damage). You are fully responsible for the costs of

fittings as notified to You by Dorset Hideaways or the

Owner from time to time.

9.5 You must ensure the Selected Property is always

left secure, securing doors and windows as needed,

and keeping the Selected Property keys under your

control at all times, or by depositing the keys in the

key safe (if provided) during the Rental Period.

9.6 You must ensure that the Selected Property is

left in a clean and tidy condition on your departure

at the end of the Rental Period (including removing

animals which you have been permitted to bring

cleaning, including BBQ cleaning, and refuse removal

10.1 Dogs are welcome in some Properties, but

there is a charge for taking pets, to help cover

A small selection of Properties will accept more

than one well behaved dog. You should check the

Selected Property details and specify that you wish

to bring a dog(s) at the time of Booking so that

will be permitted.

10.2 Registered guide and hearing dogs belonging

not allowed.

to be left unattended at the Selected Property; and

dogs are not allowed in any of the bedrooms or on

basket/crate.

10.4 Guests with allergies should be aware that

the Owner cannot guarantee that there have been

no dogs at the Selected Property, nor (subject to

Condition 14.2) does the Owner accept any liability

for any suffering which may occur as a result of such

pets having been present.

11 RIGHT OF ENTRY

right of entry to the Selected Property at all

immediate access may be required, for the purposes

of inspection or to carry out any necessary repairs

or maintenance.

12 RIGHT TO REFUSE BOOKINGS AND TO

12.1 Dorset Hideaways and the Owner reserve the

right to terminate a Contract without prejudice to any

rights and remedies accrued by Dorset Hideaways

or the Owner or You which shall remain following

the Selected Property immediately if it is deemed

necessary by Dorset Hideaways or the Owner as a

result of your behaviour or that of any of your guests or

any other material breach of these Booking Conditions.

12.4 In the event that your Contract is terminated in

the right not to refund to you any part of the Rental

Dorset Hideaways promptly and describe the nature

13.2 Complaints about cleanliness must be reported

on the day of arrival with photographs taken and

supplied to Dorset Hideaways. If You decide to

remedy the complaint yourself, and do not supply

photographs or allow the Owner/housekeeper/

Property Manager or Dorset Hideaways access to

the Selected Property to put right your complaint,

compensation cannot be offered.

13.3 Within the Selected Property there will be the

telephone number for the Owner/housekeeper/

the Selected Property. If the Owner/housekeeper/

endeavours to resolve any complaints on behalf of the

no liability for its actions all of which are performed on

behalf of the Owner who shall be solely liable.

13.5 If You or any of your guests elect to leave early

without notifying the Owner or Dorset Hideaways

of a complaint, compensation for lost Rental Fees

cannot be offered.

13.6 If you wish to make a complaint after your Rental

Period has ended, please do so to Dorset Hideaways

in writing within seven days. However, please note

that compensation cannot be offered where a

Owner and is not liable to You or any of your party

under or in connection with the Contract (save in

respect of condition 16) or for any acts or omissions of

the Owner or its other agents or representatives.

14.2 Nothing in these Booking Conditions shall

limit or exclude the liability of the Owner or Dorset

Hideaways for death or personal injury resulting from

its negligence or for fraudulent misrepresentation or

conditions and other terms implied by statute or

common law are, to the extent permitted by law,

excluded from the Contract.

14.4 Subject to condition 14.2 the Owner and/or

Dorset Hideaways shall not be liable for any actual

or alleged indirect or consequential loss howsoever

Hideaways to You for breach of contract,

misrepresentation, in tort or otherwise arising under

or in connection with the Contract shall be limited to

of the Rental Fee received from You.

15 FORCE MAJEURE

15.1 Neither Dorset Hideaways nor the Owner shall

be liable for any delay or non-performance of their

obligations under the Contract to the extent that the

or omission beyond its reasonable control. Dorset

reasonably practicable upon it becoming aware of any

16.1 For the purposes of this clause, capitalised

Legislation. The Owner and Dorset Hideaways are

joint Data Controllers of all Personal Data provided

to Dorset Hideaways by You. The Owner agrees that

Dorset Hideaways can process such Personal Data

on its behalf, for the purposes of processing and

administering your Booking.

16.2 If CCTV is present at the property, the Owner is the

Data Controller of that Personal Data.

16.3 The Owner and Dorset Hideaways will comply

Process the relevant Personal Data and may need

organisations who need to know them so that the

16.5 When acting as a Processor, in relation to the

Booking and the Contract, Dorset Hideaways shall:

16.5.1 Process the Personal Data only to the extent

necessary for the purpose of providing the services

and in accordance with any written instructions from

You and this Clause 16;

16.5.2 implement and maintain appropriate technical

and organisational measures in accordance with the

Data Protection Legislation to ensure a level of security

of, or access to Personal Data, taking into account

rights and freedoms of the Data Subjects;

unless adequate levels of protection are in place;

16.5.4 ensure that any employees or other persons

authorised to Process the Personal Data are subject to

appropriate obligations of confidentiality;

16.5.5 not engage any third party to carry out its

Processing obligations other than by way of a written

BOOKING CONDITIONS

contract which confirms that such third party will,

Processing obligations which comply with the Data

16.5.6 as soon as reasonably possible and without

undue delay notify You about any request (including

Subjects without responding to that request (unless

authorised to do so by You) and assist You by technical

on request by You, make available such records

and information necessary to demonstrate Dorset

otherwise permit, and contribute to, audits carried

out by You (or Your authorised representative) at its

then-current rates; and

operational reviews.

16.9 Full information on how Dorset Hideaways will

provision) is found by any court or other authority

under or in connection with it.

17.4 The Contract shall be governed by and construed

in accordance with English law and shall be subject to

the exclusive jurisdiction of the English Courts.

example, furniture may have changed or the local

your Selected Property (including price) with Dorset

GUEST SAFETY The Owner and Dorset Hideaways

take the safety of guests very seriously. Therefore,

particular You should:

safety information provided in the Selected

for use.

bear in mind that many of the Properties are period

proof courses and cavity wall insulation, so some

Properties may show signs of damp. Please bear

this in mind if your party includes an elderly/infirm

person or very young children. You should consider

whether traditional cottage features (steep stairs,

low beams, uneven floors) could be a problem for

any member of your party, when selecting a Property

before making any Booking; such features are listed

staff can advise on property suitability.

SPECIAL REQUIREMENTS Many Properties are over

steep approaches or internal staircases. Therefore,

LOCATION Properties in rural locations can

experience some animal noise and smells, and

situated on non-surfaced roads/tracks. Flora and

fauna: In rural areas, insects and other creatures are

fairly common and not necessarily an indication of

poor housekeeping standards. Whilst preventative

creatures can never be eradicated completely.

GUEST DAMAGE You should report accidental

damage or breakage if and when it happens. Repairs

DAMAGE WAIVER EXCLUSIONS

guaranteed. Under no circumstances will requests

Hideaways on behalf of the Owner, Dorset

requests that are not fulfilled.

Withdrawal of Facilities: We reserve the right to alter

or withdraw amenities or facilities or any activities at

the Property without prior notice where reasonably

necessary due to repairs, maintenance, weather

conditions and circumstances beyond our control.

Building Work: Neither the Owner nor Dorset

Hideaways can be held responsible for any building

nor Dorset Hideaways can be held responsible for

Wi-Fi, neither the Owner or Dorset Hideaways give

for any damage or loss however caused.

and connecting them to a Property’s domestic

required to pay an additional charge for water and

the Property.

happy to return items of lost property to You. There

will be a charge of £25.00 plus postage for this service.

Updates to Booking Conditions: Dorset

REVISED 16-10-23