Stamford Holiday Cottages

Welcome to Stamford Holiday Cottages
Booking Terms 2023

The small print is never the lightest of reading but is important. Our booking conditions describe our policies and procedures and clarify the contractual relationship between you and Stamford Holiday Cottages. Nothing within this document is designed to ‘catch anyone out’, it is a formality. We therefore ask that if you require any advice, please contact us directly. 

1. Definition

1.1 The following definitions and rules of interpretation apply in these booking conditions:

Booking Confirmation: the confirmation of booking provided by email to the Customer when a booking has been accepted.

Booking Deposit: 50% of the Rental Fees, provided that the booking is submitted more than eight weeks before the Start Date. 

Booking Form: the booking form completed by, or on behalf of, the Customer. 

Stamford Holiday Cottages: Carrs Lodge Farm, Newstead Lane, Stamford, Lincs, PE9 4SA

Customer: the person who submits the Booking Form.

Conditions: these booking conditions. 

End Date: the last day of the Rental Period. 

Event Outside Control: any act or event beyond Stamford Holiday Cottages or the Owner’s reasonable control, including without limitation fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster, any law or any action taken by a government or public authority, including, without limitation, imposing restrictions on movement or quarantine.

Guests: the people that occupy the Property subject to these Conditions. 

Housekeeper: the person appointed by the Owner, who is responsible for the cleaning of the Property.

Inventory: the inventory of fixtures, furniture and effects at the Property, a copy of which may be kept at the Property. 

Owner: the owners of the Property – Simon and Georgiana Banks. 

Property: the house and garden and separate utility room identified in the Booking Confirmation together with the fixtures, furniture and effects which may be specified in the Inventory. 

Rental Fees: the total amount due from a Customer in respect of a booking of the Property. 

Rental Period: the rental period specified in the Booking Confirmation. 

Start Date: the first day of the Rental Period.

Website: Stamford Holiday Cottages’ website currently located at 

2. General

2.1 The Rental Periods commence at 4.00pm on the Start Date and end at 10.00am on the End Date, unless otherwise agreed in writing by Stamford Holiday Cottages. 

2.1 The Rental Period cannot be exceeded unless Stamford Holiday Cottages give prior written approval. The Customer will be liable for any cost, of whatever nature, incurred as a result of any unauthorised extension. 

3. Deposit

3.1 If a booking is made eight weeks or more before the Start Date, a Booking Deposit will be charged. The Booking Deposit shall be paid by the Customer at the time they submit the Booking Form to Stamford Holiday Cottages. This will constitute 50% of the total Booking Fee.  

3.2 If a booking is made less than eight weeks before the Start Date, the full Rental Fees, plus any additional charges (such as charges for pets and charges for Optional Extras) must be paid at the time of submit the Booking Form. 

3.3 The Customer agrees to pay the Deposit. If two or more Properties are booked these constitute separate contracts. 

3.4 The Customer’s submission of a Booking Form is an offer to book the Property. If the Property is available on the requested dates, Stamford Holiday Cottages will send a Booking Confirmation to the Customer. At this point a binding contract, incorporating these Conditions, will come into existence. 

3.5 Stamford Holiday Cottages reserve the right to refuse a booking, including where the Customer has used abusive, derogatory, inappropriate or offensive language (whether in respect of the current booking or a previous booking) when communicating with Stamford Holiday Cottages’ employees and representatives. If Stamford Holiday Cottages refuses a booking, the Deposit, Rental Fees and any additional charges paid by the Customer will be refunded to the Customer immediately.

4. Final payment

4.1 Unless otherwise agreed in writing by Stamford Holiday Cottages, the Rental Fees shall be set out on the Website at the time of submitting the Booking Form. 

4.2 Subject to clause 7, as soon as the Booking Confirmation is sent, the Customer is responsible for payment of the balance of the Rental Fees in accordance with clause 4.3, together with any additional charges. 

4.3 Payment of the Rental Fees and additional charges are due to Stamford Holiday Cottages 30 days before the Start Date (the “Due Date”) and nonpayment by the Due Date may be treated as a cancellation. 

4.4 If the balance of Rental Fees is not paid by the Customer on the Due Date, then the Customer will be deemed to have cancelled their booking and Stamford Holiday Cottages shall retain the Booking Deposit. 

5. Changing a booking

5.1 Once a Booking Confirmation has been sent, the booking can only be changed to another Property by cancelling the original booking in accordance with clause 6. 

5.2 The Rental Period may not be changed by the Customer within two weeks of the Start Date. Any other changes to the Rental Period are subject to approval by the Owners and a £40 (including VAT) administration fee payable to Stamford Holiday Cottages. 

6. Cancellation

6.1 A booking can only be cancelled prior to the Start Date. 

6.2 If a Customer wishes to cancel the booking, they must notify Stamford Holiday Cottages in writing (“Cancellation Notice”). Clause 15 shall apply if the Property is unavailable due to an Event Outside Control. 

6.3 In the event that a Cancellation Notice is received by Stamford Holiday Cottages, a cancellation charge is payable depending on the number of days before the Start Date. The amount payable is set out below: 

Number of days before the start date 0 – 13 days 100% payable, 14 – 30 days 50% payable, outside 30 days – no charge. 

6.4 Stamford Holiday Cottages strongly recommends that Customers and Guests take out cancellation insurance in relation to their booking. 

7. Optional Extras

If the Property offers Optional Extras, they are listed on the Website and will be charged at the rates shown on the Website. 

8. Price changes

8.1 Stamford Holiday Cottages reserve the right to amend prices on the Website due to errors or omissions, but such changes shall be notified to the Customer as soon as possible and the Customer shall be able to end the contract if the amended price is significantly higher than the original price quoted. 

8.2 Subject to clause 23, if there are any changes in the rate of VAT between the date the Customer submits a booking and the date of the Booking Confirmation, Stamford Holiday Cottages will adjust the rate of VAT and the Customer agrees to pay the applicable rate. 

9. Method of payment

All payments made to Stamford Holiday Cottages may be made by credit card, debit card or electronic bank transfer. 

10. Overseas bookings

Customers located outside the United Kingdom shall pay in Pounds Sterling, Mastercard, Visa card, Stripe payment link or by international electronic transfer. Any charges for payments from overseas will be passed on to the Customer. 

11. Eligibility

Stamford Holiday Cottages are essentially providing family holidays and it is our policy not to accept bookings for hen or stag parties or from groups of people under the age of 18 years. 

12. The Holiday

The Customer and Guests have the right to occupy the Property for a holiday only (within the meaning of Schedule 1, Paragraph 9 of the Housing Act 1988). 

13. Customer obligations The Customer agrees:

13.1 to report to Stamford Holiday Cottages any damage, destruction, loss, defect or disrepair affecting the Property or items listed on the Inventory (if any) as soon as it comes to the attention of the Customer; 

13.2 to pay for any losses or damages to the Property caused by a Guest (excluding any damage caused by fair wear and tear and the cost of any damage which may be recoverable under insurance policies). If it is proven that damage is directly attributable to the Customer or Guests then Stamford Holiday Cottages, have the right to reclaim any costs incurred up to the sum of £250 from the card the Customer used to pay the Rental Fees. All damage or breakdowns must be reported immediately so issues can be put right before the arrival of the next guests; 

13.3 to take good care of the Property and leave it in a clean and tidy condition at the End Date. A cleaning service is not provided during the Rental Period unless otherwise agreed in writing by Stamford Holiday Cottages. If the Owner is dissatisfied with the condition of the Property at the End Date, they reserve the right to refuse to accept subsequent bookings from that Customer.  

13.4 to permit the Owner reasonable access to the Property at all times without notice; 

13.5 not to part with possession of the Property, or share it, except with Guests identified on the Booking Confirmation; 

13.6 not to sell or transfer the booking to another party without Stamford Holiday Cottages’ prior written consent; 

13.7 to ensure that only the Guests who are identified on the Booking Confirmation occupy the Property. The Customer further agrees that a cot may only be occupied by a child aged 24 months or less at the Start Date; 

13.8 not to smoke, use e-cigarettes, vapes, or any other smoking or vaping devices at the Property or cause an annoyance or become a nuisance to occupants of adjoining premises; 

13.9 to only use the designated parking spaces allocated (if any). Unless otherwise stated, all parking spaces shall only accommodate an average-sized car (e.g. a family hatchback). Stamford Holiday Cottages accept no liability for damage to a Guest’s vehicle; 

13.10 to not charge the Customer or Guest’s electric or hybrid vehicle, or e-bike, at the Property. The Customer and Guests further agree that they shall not use a normal domestic power socket to charge an electric or hybrid vehicle as this may cause safety risks and damage to the Property; 

13.11 to ensure that any third party service providers (e.g. caterers and private chefs) have taken out insurance policies to cover all risks associated with the services they are providing; 

13.12 to not use or light candles within the Property. This is to prevent potential fire hazards and ensure safety of all Guests; 

13.13 to indemnify Stamford Holiday Cottages, its employees, agents, and representatives from and against all claims, damages, losses, and expenses, including legal fees, arising out of, or resulting from the Customer or Guest’s occupancy and use of the Property, including but not limited to any claims brought by third pares. This indemnification obligations shall survive the termination of this agreement; and that notices (including notices in proceedings) must be served on the Owner at the following address: c/o Stamford Holiday Cottages, Carr’s Lodge Farm, Newstead Lane, Stamford, Lincs, PE9 4SA. 

14. Non-availability of Property

14.1 The Owner will not be liable or responsible for any failure to perform, or delay in performance of, any of their obligations in these Conditions that is caused by an Event Outside Control. 

14.2 If an Event Outside Control takes place that affects the availability of the Property during the Rental Period, the Customer will be contacted as soon as reasonably possible and the Owner’s obligations under these Conditions will be suspended and the time for performance will be extended for the duration of the Event Outside Control. Where the Event Outside Control results in the Property becoming unavailable during the Rental Period, the Customer may end the contract and all payments will be refunded. 

15. Liability

15.1 Nothing in these Conditions excludes or limits the liability of Stamford Holiday Cottages or the Owners for: i.e. death or personal injury caused by Stamford Holiday Cottages’ or the Owners’ negligence; or ii. any matter which it would be illegal for Stamford Holiday Cottages or the Owners to exclude or attempt to exclude their liability. 

15.2 If Stamford Holiday Cottages fails to comply with these Conditions, They are responsible for losses which are a foreseeable result of their breach of these Conditions or their negligence, but the They are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if it is an obvious consequence of the breach or if it was contemplated by the parties at the time the parties entered into a binding contract. 

15.3 Stamford Holiday Cottages is not liable for business losses. The Property is solely let for domestic and private use. If the Customer, or a Guest, uses the Property for any commercial or business purpose the Owner will have no liability for any loss of profit, loss of business, business interruption, or loss of business opportunity.  

16. Property descriptions

16.1 Some of the information on the Website relates to shops, amenities and public houses in the surrounding area. Closure of such premises and other changes to external facilities are outside Stamford Holiday Cottages’ control. If Stamford Holiday Cottages are aware of any material changes at the me of the Customer’s booking, then it shall endeavour to inform the Customer of these changes. However, this information is provided for general information purposes and is not intended to amount to advice on which the Customer and Guests should rely. Although Stamford Holiday Cottages make reasonable efforts to ensure the information on the Website is up to date, it makes no representations, warranties or guarantees, whether express or implied, that the content on the Website is accurate, complete or up to date. 

16.2 All Wi-Fi access details will be provided within the property’s online guidebook. The provision of Wi-Fi is subject to availability and network conditions and cannot be guaranteed. 

17. Complaints

17.1 All complaints must be notified to Stamford Holiday Cottages as soon as reasonably practicable, as Stamford Holiday Cottages may be required to carry out an on-the-spot investigation of the Property and if necessary take remedial action. All Customers have a legal obligation to mitigate their losses. 

17.2 The Customer agrees that Stamford Holiday Cottages shall be given the opportunity of investigating the complaint within a reasonable time and the opportunity to correct issues during or after the Rental Period.  

18. Pets

18.1 Pets are only permitted at the Property with the prior written consent of Stamford Holiday Cottages and are subject to any additional conditions imposed by Stamford Holiday Cottages. If pets are permitted, the Customer agrees that they shall be kept under control and exercised away from the Property. 

18.2 Pets are not permitted in the bedrooms or on the furniture in any Property and Stamford Holiday Cottages can accept responsibility for their safety. Pets must not be left in the Property unsupervised as this can result in considerable damage to the Property and distress to the pet. A charge will be made for each pet and will be set out on the Booking Form. 

18.3 Where the description of the Property states ‘Regret no pets’, or the Property does not accept pets or otherwise restricts the keeping of pets at the Property, Stamford Holiday Cottages cannot guarantee that there have been no pets previously kept at the Property. 

19. Assistance dogs

Stamford Holiday Cottages welcome assistance dogs, but where the Property does not ordinarily accept a dog, Stamford Holiday Cottages asks kindly that the Customer informs Them at the point of placing the Booking. 

20. Inventory

Where an Inventory is provided, any discrepancies are to be reported to the Owner or the Housekeeper within 24 hours of the Start Date, otherwise the Inventory will be deemed to be correct. 

21. Bed linen and towels Linen and towels are changed at the End Date. If the Customer requires fresh linen and towels during the Rental Period, they should contact Stamford Holiday Cottages and Stamford Holiday Cottages may agree to provide fresh linen and towels subject to the payment of an additional charge.

23. Where VAT is payable the tax is included in the Rental Fees

24. Breach of contract

24.1 If there is a substantial breach of any of these Conditions by the Customer or any Guests including a breach of clauses 14.11 and 14.12, Stamford Holiday Cottages reserve the right to re-enter the Property and terminate (i.e. bring to an end) the contract that exists in relation to the Property and may recover possession of the Property. 

24.2 If there is a substantial breach of any of these Conditions by Stamford Holiday Cottages, then the Customer has the right to terminate (i.e. bring to an end) the contract that exists in relation to the Property and may leave the Property. 

24.3 Ending the contract by either Stamford Holiday Cottages or the Customer does not affect that party’s other rights and remedies.

25. Personal Data

25.1 Stamford Holiday Cottages shall collect the names (first names and surnames), postal addresses, email addresses and telephone numbers (“Contact Data”). Stamford Holiday Cottages will process the Contact Data: i.e. to verify the identity of the Customer and Guests who will be occupying the Property; and ii. to contact the Customer and Guests by email or Business What’s App with information about the Owner’s Property. 

25.2 The legal basis for processing the Contact Data is the performance of a contract and the Stamford Holiday Cottages’ legitimate interests. 

25.3 Stamford Holiday Cottages also obtain the Customer’s personal information in the course of the sale, or negotiations for the sale, to the Customer. Stamford Holiday Cottages may contact the Customer by electronic means (email or text) with relevant information, offers and similar Properties. If the Customer does not want Stamford Holiday Cottages to use its personal information in this way, it can opt out at any time by contacting Stamford Holiday Cottages. 

25.5 Stamford Holiday Cottages may retain the Customer’s information for the period necessary to fulfil the purposes for which it was first collected unless a longer retention period is required or permitted by law. 

26. Authority to sign

The Customer who completes the Booking Form agrees that: 

26.1 they are authorised to accept these Conditions on behalf of the Guests, including those substituted or added after the Booking Confirmation is issued, and ensure that the Guests comply with these Conditions; 

26.2 they are over eighteen years of age; and 

26.3 they agree to take responsibility for the Guests occupying the Property, and to notify Stamford Holiday Cottages if they are not a Guest.

27. Priority

If there is any ambiguity or inconsistency in or between these Conditions and the information on the Website, these Conditions shall prevail. 

28. Previous websites and conditions

The Website and these Conditions replace and supersede all previous Websites and Conditions. 

29. Validity clause

In the event that a court finds that a condition (or part of a condition) in these Conditions is invalid, unenforceable or illegal, the other conditions shall remain in force. 

30. Third Party Rights

Stamford Holiday Cottages and Customer do not intend that the contract between them should be enforceable by any person solely by virtue of the Contracts (Rights of Third Pares) Act 1999.

31. Governing Law and Jurisdiction

The contract between the Owner and the Customer shall be governed by the laws of England and Wales. Each party irrevocably agrees that the courts of England and Wales shall have the exclusive jurisdiction to settle any dispute of claim arising out of or in connection with the contract or its subject matter or formation (including non-contractual disputes or claims).

32. Gift Vouchers

Gift vouchers can be redeemed against a booking made through Stamford Holiday Cottages within 12 months of the date of issue of the Gift Voucher and will automatically expire after 12 months of issue. Stamford Holiday Cottages shall not be responsible if the Gift Voucher is lost, stolen, damaged, impaired, corrupted, destroyed, deleted or used without permission. The Gift Voucher is not exchangeable, non-transferable, and non-refundable. If the Rental Fees exceed the amount of the Gift Voucher, the balance must be paid by debit or credit card. All bookings are subject to Stamford Holiday Cottages’ Bookings Conditions. 

Thank you

Stamford Holiday Cottages

01780 250120

Carrs Lodge Farm, Newstead Lane, Stamford PE9 4SA

© 2021 Stamford Holiday Cottages  – All rights reserved.