Romantic cottages for two in the Peak District

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Tom’s and Douglas’s Barns: Terms & Conditions

Welcome!

Thank you for choosing to book either Tom’s Barn or Douglas’s Barn. We look forward to welcoming you here, and we will do all we can to ensure that you have a truly happy and relaxing stay.

However, it is important to note that, however personal and friendly the relationship between us both will be, when you book and when we accept your booking we are entering into a contract with each other.

There are no nasty surprises within our Data Privacy Policy and our Terms and Conditions (although we have recently been advised to add a clause about WiFi security). However, please read them both carefully before making your booking and thus entering into a contract with us.

We, Angela and Robert, the owners of Tom’s & Douglas’s Barns, are entering into a contract with you, the named person/two people making the booking: we to provide you with the holiday dates and prices as agreed between us and you to pay us the agreed price for the holiday you are booking.

By agreeing to our Terms & Conditions you confirm that you have read, understood and do accept both our Terms and Conditions and Data Privacy Policy.

Tom’s and Douglas’s Barns

Terms & Conditions

Covid 19 – Additional Measures to keep everyone safe

In order to protect ourselves and our guests we have put additional measures in place that require the co-operation of the guests.

We will be delighted to be able to welcome guests to Tom and Douglas Barns however the Government is only allowing accommodation businesses to re-open subject to certain conditions being met.  We have been issued with protocols that outline new cleaning and safety requirements. These are to ensure your safety, and that of our staff, and our family.  It will, however, mean that things are slightly different from usual, and we will be asking for your cooperation with a few things.

Cleaning will take extra time – because of the Covid-19 risk, we now have to ‘double clean’ – first our usual high level cleaning, and then going over everything again with a virucidal sanitiser. This means that we need extra time for each changeover, so arrival and departure times will now be 4pm arrival (rather than 3pm), and 9.30 am departure (rather than the usual 10am).  We understand it is inconvenient, but it is really important that you allow us this extra time to ensure your safety.

Please Strip your Beds before leaving – Not glamorous, on the last day of your holiday, we know.  However, not all those who have had the antibody test had any symptoms, the Government is advising we have to assume that someone in your party COULD be carrying the virus.  The main route for contracting the virus is airborne, and it is considered that removing bedding could make the virus airborne, which is why they advise asking guests to strip the beds themselves. We will provide you with laundry bags to put all the bedding, towels and dressing gowns (if they have been used) in.

Please empty all bins (including bathroom bins) and put waste bags etc into the bins outside by the parking area.

Please fill the dishwasher with a full load of crockery and cutlery and set it running before leaving (do not empty it).  We are now required to re-wash everything between guests, so it would help hugely if you could put all plates, cutlery, cups etc in the dishwasher before leaving, not just your breakfast things.

Some things may be missing – to reduce the risk of touch contamination, we have been advised to remove as much as possible from the cottages.  This means that decorative cushions and throws, ornaments, paper information leaflets, toys, games, etc have been kept to a minimum.  We have also reduced the quantity of some kitchen equipment, as the requirement to rewash every item between guests (even if it is clean) would not be possible in the time with the usual quantities.

If there is an item of kitchen equipment that you wish to use that is not in the cupboards please contact us and we will hopefully be able to provide it.

If you develop symptoms – we sincerely hope that you will have a happy and healthy holiday.  However, should a member of your party develop symptoms, the Government advice is to return to your primary residence, and self-isolate there for a period of 7 days (14 days for the other group members).  Please do let us know if you do develop symptoms, as the cleaning protocols for the cottages are different.

 Contract

A contract only arises when:

You have a legal 14-day ‘cooling off” period when you may cancel without obligation before the contract becomes firm.

 

Bookings, Payments and Cancellations

Online Booking Requests

When you submit a booking request via our online reservation system you will immediately receive an automatically generated email acknowledging receipt of your request. This is not confirmation of your booking and does not form a contract between us.

Your online booking remains provisional until we confirm it personally by email or letter, thus confirming the contract. Only then will we process any payment. 

Bookings made over the Telephone

If you would prefer to book personally, we can do this over the telephone. We can take a card payment over the phone.

If you book by telephone with us and can only pay be cheque, we will take your name and address and other relevant details, then withdraw the dates from availability for up to four days while we wait for your deposit payment to arrive. As soon as your cheque arrives we will confirm the booking.

Booking Online payments

We will not process any payment made via our online reservation system until we confirm the booking/contract personally, by letter or email. 

Booking within 6 weeks of the holiday start date

For holidays, which are to take place within 6 weeks of making the booking, the full balance is due on booking.

Booking a last minute availability

In the rare instance of a last minute booking, we would need to receive full payment by card or Internet bank transfer before your arrival.

 Payment

We accept cheques and Internet Banking transfers, credit/debit card payments either made online or over the telephone, or payments made through PayPal (for which you do not need to have a credit or debit card account). We can supply overseas visitors with our bank account BIC and IBAN details. Please note that the bank levies a fee on such transfers.

All-inclusive price

The price we charge is fully inclusive of electricity, central heating, firewood (Tom’s Barn) hot water, towels, linen and duvets and all the ‘little extras’ we provide. In the normal course of events there are no extra costs due to us, except:
1. Pets (Tom’s Barn only): The cost per pet is £25 per week/short break, added to the total fee for your holiday in Tom’s Barn.
2. Newspapers, if you order them.

Deposit

The deposit for all bookings is 25%, necessary to secure the booking.

Final payment

The outstanding balance will be due six weeks (42 days) before the start of the holiday.

Cancellation

Cancellation by You
If you need to cancel, please inform us as soon as possible, if initially it is by telephone, please confirm your intention to cancel in writing.
The treatment of a cancellation will depend on
1. a) the date the booking was made
2. b) when the cancellation is made and
3. c) the reason for the cancellation

Bookings placed between 15 April 2020 and 08 January 2021 are covered by Master Cancel, and are subject to different T&Cs (see below).

Bookings placed from 09 January 2021 will be treated based on the reason for the cancellation, the length of time between cancellation and your holiday, and our ability to re-let the property, as follows:

National Lockdown – In the event of a national lockdown that coincides with your holiday, where you are unable to travel, and we are prevented from opening, you will receive a full refund.
Regional/Local Lockdown – In the event that the address given on the booking is put into Local/Regional Lockdown, rendering you unable to travel, and the period of restriction covers the period of your booking, you will receive a full refund. Please note that this applies only to the address given on the booking by the lead booker, and does not apply if an unidentified party member at a different address is unable to travel due to local lockdown.

Your inability (or the inability of any, some or all of your intended occupants) or disinclination to travel to and stay at your hired Cottage for any reason. This includes – but is not limited to – illness (including Covid), a requirement or recommendation to self-isolate or quarantine, a call to jury duty, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport. These remain at your risk and do not give rise to a right to cancel or to receive a refund unless we re-let the property, other than according to the sliding scale below. You are strongly recommended to take out UK travel insurance to cover these eventualities. If you choose not to take out UK travel insurance then you accept responsibility for any loss that you may incur due to your cancellation.

Travel Insurance

It is the responsibility of the Lead Guest to acquire suitable travel insurance to cover their holiday, including Cancellation and Curtailment Protection Insurance. We strongly recommend that you take out suitable insurance which will cover you for possible cancellation of your UK holiday. There are several suitable options which include cover for COVID-related cancellation (see below), or you can look for suitable cover on comparison sites such as www.gocompare.com. We are not selling, promoting, endorsing or recommending any particular product, and do not benefit financially or have any formal relationship with any of these providers.
https://www.coverwise.co.uk/Travel-Insurance/corona-virus.aspx
https://www.allianz-assistance.co.uk/travel-insurance/Covid-19-travel-insurance.html
https://www.trailfinders.com/insurance#/step1

Refunds

All refunds will be subject to deduction of a non-refundable administration fee of £25 to cover our costs and third party costs related to the cancellation and remarketing (these costs include our admin costs, re-marketing costs, bank fees, accounting fees and agency fees or commission payments).
A cancellation charge will be made based on the number of days notification of cancellation given by the person making the booking to Tom & Douglas Barns, and whether the cottage is re-let for the period of the cancelled stay. Tom & Douglas Barns will apply the scale shown in the table below to determine the amount of the refund payable to you. If the cottage is not re-let, this will be a percentage of the total cost of the holiday. If the cottage is re-let, the amount refunded will be the rebooking value (which may be less than you paid) less the non-refundable administration fee of £25. For the purposes of this Condition, the total cost of the holiday shall include any extra items ordered by the Holidaymaker.
Part Cancellations – If any person(s) in your party needs to cancel, this will not affect the total cost of your booking. In addition, no refunds are payable in the event that you cut short your stay.
Refunds for cancellations more than 6 weeks out will be made within 3 working days of the date of cancellation, which must be in writing (by email). Refunds for cancellations made less than 6 weeks out will be made within 3 working days of the earlier of the rebooking date, or the start date of the holiday (as the refund amount will depend on the rebooking value).
Time from Cancellation to Arrival Cottage not rebooked Cottage rebooked
We Refund to you We Refund to you

> 6 weeks Deposit less £25 Deposit less £25
36-42 days 60% of total cost Rebooking value less £25
29-35 days 50% of total cost Rebooking value less £25
22-28 days 40% of total cost Rebooking value less £25
15-21 days 30% of total cost Rebooking value less £25
8-14 days 20% of total cost Rebooking value less £25
0-7 days 10% of total cost Rebooking value less £25

Bookings placed between 15 April 2020 and 08 January 2021 have Cancellation Protection cover under our Master Cancel Policy if you cancel up to 2 days prior to arrival.
If you cancel up to and including 2 days before check-in date, you will receive a full refund of the lodging costs you have paid. Refund payment for cancelled booking will be released back to the cancelling guest at the latest within 2 weeks of cancellation. Cancellations made 1 day prior to, or on the day of check-in will not be eligible for refund. Example: for a check-in on Saturday you could cancel the prior Thursday before 16.00 and be reimbursed in full, but not on Friday (1 day prior) or Saturday (day of check-in). For this reason we strongly recommend you take out your own travel insurance for UK holidays which covers booking cancellations. This is available at very affordable rates, and gives you the peace of mind that you will get your money back if you need to cancel your holiday. If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.

Cancellation by us
If Angela and Robert Roebucks’ have to cancel a booking for any reason, including a Force Majeure event, (please see details below), at their sole discretion you will be offered:
• A full refund; or
• Alternative holiday dates; or
• Such other remedy as Angela and Robert Roebuck considers appropriate with regard to the circumstances.

In this contract, a Force Majeure Event means any of the following circumstances which may hinder or prevent the performance of the contract, including but not limited to:
• acts of God, flood, drought, earthquake or other natural disaster;
• epidemic or pandemic
• terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
• nuclear, chemical or biological contamination or sonic boom;
• any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent;
• collapse of buildings, fire, explosion or accident;
• any labour or trade dispute, strikes, industrial action or lockouts;
• non-performance by suppliers or subcontractors; and
• interruption or failure of utility service.

Non-availability of Accommodation.
We would only cancel your holiday if your accommodation were unavailable for reasons beyond our control we would attempt to offer you alternative accommodation, however if this was not possible, or unacceptable to you, then we would refund all monies paid by you for the holiday or re arrange the booking to a suitable date.
Our liability would not extend beyond this refund.

Dogs and other Pets

We accept well-behaved pets, in Tom’s Barn only.

There is an extra charge per pet per short break/week.

Please note that we do have an enclosed garden providing the entrance gates are closed.

We also ask that dogs never be allowed upstairs or on unprotected furniture (we do supply dust sheets for the latter purpose but many guests prefer to bring their own).

The owners of pets in Tom’s Barn are responsible for ensuring their pets do not cause damage to the property or unreasonable annoyance to our other guests.

Damages and breakages

You are responsible and liable for any breakages or damage that you cause to the accommodation or its contents. Please let us know if any are incurred.

a) Minor breakages: Using our discretion, we do not normally charge for what we consider to be minor breakages.

b) Major breakages or damage: We may send you an invoice for replacement, repair or making good if the damage or breakage is, in our estimation, significant.

Liability

We do not accept any liability for any damage, loss or injury to any member of your party or any vehicles or possessions, unless proven to be caused by a negligent act by ourselves or our employees or contractors whilst acting in the course of employment.

 

Arrival & Departure

4 pm Arrival Time

Your barn will be ready for you from 4pm on the day of arrival.

If you wish to arrive earlier, just to park the car then disappear, it can be arranged by prior agreement that you do so!

You are then free to go for a walk, out for lunch etc, before returning at 4pm or later to unpack and move in.

9:30 am Departure Time

We ask you please to leave your barn by 9:30am on the day of departure.

 

WiFi

We provide free wireless internet access for your use.

Please understand that we are the legal owners and ultimately responsible.

Please do not view, email or download anything you would not wish us personally to know about or find ourselves financially and/or legally responsible for, i.e. anything illegal, offensive, pornographic or otherwise unlawful or inappropriate.

 

Data Privacy Statement

We treat any data collected during the course of dealing with bookings and enquiries in strict confidence.

Please refer to our Data Privacy Policy for more information.

Angela and Robert Roebuck
Tom’s Barn and Douglas’s Barn
Last Reviewed 11 January 2021

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