Terms & Conditions November 2023

Please note.. All bookings made through our online booking system are provisional until confirmed by us.
Making a booking – a deposit of £100 per cottage secures your booking.  Until this payment is made your cottage is available to other agents to book. Your balance is due 60 days before arrival. 
The balance of your payment will automatically be taken and a receipt emailed to you. 

The group lead must be 18 years or over.

We will ask for your full name, address, telephone number and email address and we also require names of all adults staying in your accommodation.
If there is less than 60 days before arrival full payment will be required to secure your booking.  Until this payment is made your cottage is available to other agents to book.

Good housekeeping deposit – a good housekeeping deposit of £100 per cottage will be pre-authorised against the card you used to book automatically before your arrival.

This is in case there is damage to the property during your stay. This money is simply reserved and then released within 14 days if there is no damage. 
Accidents do happen and for small breakages we do not charge a replacement fee, however, we will use the housekeeping bond should extra cleaning be required following departure if a cottage is left in an unacceptably dirty condition.
We ask that your cottage is left in a clean and tidy condition with all bins emptied.
Since COVID we have asked all guests to remove bed linen from the beds and towels and place them in laundry bags provided.
Occupancy levels:
The maximum number of persons accommodated in each cottage is clearly stated on our website and must not be exceeded. Over occupancy will invalidate our insurance.
Children and children’s facilities:
We do welcome children at Whitewells but please be aware that we have an open uncovered pond and no play equipment.  Children must always be supervised and not chase any of the livestock. Any areas with no entry signs on should be considered off limits to children, dogs and adults.
Dogs at Whitewells Farm:
DOGS – £20 per week or part week per dog.
Dogs must always be kept under their owners’ control and must be kept on a lead around the cottages with no exceptions.
Dogs are allowed in the fields and woods, but these are not secure areas. Your dog must not chase any livestock or wildlife.
Please clean up after your dog.  Doggy bags should be put into the large green wheelie bin by the large green Boiler house at the end of Wells Lane
Dogs should not be left alone in the cottages under any circumstances (unless by prior arrangement with us).
Please tidy your cottage and vacuum dog hair from rugs before you leave. If any property requires additional cleaning because of dog hair etc we will charge a £50 fee to cover costs
SmokingWe have a NO SMOKING policy in all our cottages and public buildings.
Guests are free to smoke in the grounds.
Communal facilities/Laundry room If you would like to use the BBQ please let us know and we’ll make sure there is a gas cylinder available. We do ask that you clean it after use.
Car Parking:
Please park your vehicle in the tarmac parking bays on Wells Lane (with the exception of Duck Pond Cottage – parking is next to the cottage). 
Electric car charging:
Electric vehicle charging IS NOT permitted at Whitewells Farm Cottages under any circumstances.  We do not have the correct and safe charging facility for any electric vehicle. 
Domestic charging via 13 amp plugs is not permitted from any of our cottages.
Travel insurance: 
We advise all guests to take out travel insurance, even for the UK.  

Cancelled bookings – 

Cancelled bookings – In the event that you are unable to take up your confirmed booking or you have to reschedule dates please advise us by email as soon as possible and we will do our best to re-let the cottage. However, if we are unable to re-let and there is less than 60 days before the start of your break, the following percentages of the total holiday cost will be applied.

45 to 59 days    60% of the booking cost
30 – 44 days     70% of the booking cost
15 – 29 days     80% of the booking cost
3 – 14 days       90% of the booking cost 
0 – 2 days         100% of the booking cost

Any refunds which fall outside of the above policy or within the policy above (partial refund) will be returned within 14 days provided we have been notified either by email or phone call minus the card payment processing fees.

Cancellation by Owners: 
We reserve the right to refuse any booking or to cancel any bookings already made if the property is unavailable (eg through fire, flood, etc) or for any reason whatsoever, subject to a full refund of all monies paid. We shall be under no other liability if such cancellation occurs.

Cancellation re: Force Majeure
Note: in the unlikely event of a cancellation, we will make every possible effort to secure alternative accommodation if required.
If Force Majeure conditions are applied and we have to close due to restrictions in our local area, you will be refunded any payments already made,.
If Force Majeure conditions are applied to your address (on the booking form)  and you are unable to travel, you will be refunded any payments already made.
We cannot accept responsibility or liability for any alterations, delay or cancellation or any other loss or damage caused by war, civil strife, terrorist action, industrial disputes, fire, sickness, bad weather, epidemics, acts of any government or public authority, or any other event outside our control.

We always recommend taking out suitable insurance to cover all eventualities and emergencies beyond your control.

Property descriptions:
Property descriptions and all details both written and verbal are given in good faith and believed to be correct, but interpretation thereof can be subjective and as such their accuracy cannot be guaranteed. Property details may vary over time from photographs and descriptions on the websites.
Whitewells Cottages, its employees and representatives shall not be liable to guests or third parties for any loss or damage to persons or third parties howsoever arising.
Except for unloading, vehicles should be parked in the spaces provided along Wells Lane but are left on the property at the vehicle owner’s sole risk.
Arrival – After 4 pm
Please go straight to your cottage, the key will be in the front door.
We will personally ensure that each of our cottages have been cleaned  and checked ready for your stay
Each cottage will be supplied with cleaning products i.e. washing up liquid, J-cloths, scourers and antibacterial spray for your stay.
We will make sure there is a Herefordshire guide for you to use and take home with you.  If you do want any other information, please don’t hesitate to contact us.
Departure –  By 10 am
Please use the laundry bags provided in each cottage and strip your beds and place all bed linen and towels in these bags before you leave. 
We ask that you empty all bins and place tied bags in external waste bins by the boiler house.