Oxford Country Cottages’
Felicity & James Dolleymore of Lower Farm Ltd, trading as “Oxford Country Cottages” are the owners (“the Owner”) of the holiday let accommodation (“the Property”) and the Contract entered into which is the subject of these terms and conditions is made between the Owner and the hirer of the Property (“the Hirer”).
Bookings will be confirmed on receipt of payment by Oxford Country Cottages.
- If the reservation is being made within eight weeks (56 days) of the commencement of the stay then the total rental is payable when the reservation is made and accepted, together with the security deposit, if requested (see paragraph 4).
- If the reservation is more than eight weeks (56 days) before the commencement of stay a deposit of 30% of the total rental is payable. The balance of the rental plus the security deposit (see paragraph 4) is payable to Oxford Country Cottages not less than eight weeks (56 days) prior to the date of commencement of the hiring.
If the balance of the total rental payable together with the security deposit is not paid prior to this date Oxford Country Cottages reserve the right to cancel the booking and forfeit the deposit paid.
Our preferred payment method is via bank transfer, account details provided on request. We also accept cheques, credit and debit card. However, due to the fee levied on us by the card companies, a charge will be made on credit and debit card payments.
Cheques should be sent to “Lower Farm Ltd”, Lower Farm, Noke, Oxford OX3 9TX.
Any cancellation must be sent to Oxford Country Cottages in writing by the Hirer named on the booking form. The effective date of cancellation will be the date that the written instructions are received by Oxford Country Cottages.
|Cancellation date before the commencement of Let
|More than 56 days
||Loss of 30% Deposit
|Less than 56 days
||Full cost of the let
In the event that following cancellation Oxford Country Cottages are able to re-let the accommodation for the period booked (or part of it) 50% of the re-let income will be refunded to the Hirer.
In the unlikely event of cancellation of the reservation due to unavailability of the accommodation sought Oxford Country Cottages will endeavour to provide suitable alternative accommodation. In these circumstances, if the alternative accommodation offered is not acceptable to the Hirer, Oxford Country Cottages will provide a full refund of rental paid including any security deposit paid.
- Security Deposit
Oxford Country Cottages reserve the right to request a security deposit which will be refunded within seven days following completion of the hiring, less any charges incurred as a result of the failure by the Hirer to meet his responsibilities as set out in paragraph 7 hereof.
- Holiday Accommodation
All Oxford Country Cottages properties are let as holiday accommodation and do not create a Landlord and Tenant relationship within the meaning of the Rent Acts.
Value Added Tax (VAT) is included in the rental charge; the current rate is 20%. A full VAT receipt will be issued as required.
- Hirer Responsibilities
7.1 Having arrived at the Property The Hirer shall in all matters concerning the Property deal with the Owner.
7.2 The Hirer is responsible for the Property during the period of rental and is expected to take reasonable care of it. All equipment and utensils must be left clean and tidy at the end of the hire period. The Hirer is expected to leave the holiday accommodation in the same state of cleanliness, general repair and the order in which it was found. An additional charge may be made if extra cleaning is required.
7.3 The Owner will provide the Hirer with an inventory of the furniture and effects on the Property. On completion of the hiring the Hirer should return the inventory to the Owner having marked on it any damages and breakages. The Owner will check the condition and contents of the Property and will notify the Hirer within seven days of any additional cleaning costs or charges for damage and breakages for which the Hirer is liable. Payment shall be made by the Hirer immediately on receipt of the invoice in respect of the above charges. Where a security deposit has been taken, the charges will be deducted from the deposit and the balance refunded to the Hirer within seven days.
7.4 The Hirer will not use the premises’ broadband facilities for unlawful purposes.
- Termination of Booking
The right is reserved to terminate the booking with immediate effect if the Hirer fails to observe the regulations imposed from time to time by the Owner and in the event of termination under the provisions of this clause the Hirer will not be entitled to any refund of the hiring fee paid. The Regulations are set out in the Schedule hereto and the Owner reserves the right to alter amend or add to the Regulations at any time.
All complaints must be referred to the Owner who will promptly and fully investigate the matter and ensure that corrective action is taken immediately if the complaint is found to be substantiated. The Owner will not entertain or consider any complaints or claims for compensation unless the complaint or problem has been raised by the Hirer in the course of the hiring or in circumstances in which it is possible for the Owner to investigate the complaint effectively and take the necessary corrective action.
The Owner will not accept any responsibility for the personal belongings of the Hirer or the Hirer’s vehicle and it is the responsibility of the Hirer to arrange appropriate insurance cover in respect of these items.
The Hirer shall be entitled to occupy the Property from 3.00pm on the day of arrival and must vacate the Property before 10.00am on the day of departure unless there has been prior agreement to the contrary with the Owner. Any variation must be clearly stated in the booking confirmation. The number of occupants must not exceed the standard advertised number per cottage; a charge of £50 per person per night will apply for any additional occupants found staying without notice.
We are very happy for guests to bring their canine friends with them on their break, but ask that you please adhere to our ‘house rules’ for visiting dogs, at all times. There are 1000 acres of wetlands on our doorstep with two bridleways running across our property, an ideal location for dogs.
Family dogs at Oxford Country Cottages other than Assistance dogs are purely at our discretion on a case by case basis depending on age, type, time of year and present bookings.
We charge £50 per week for a dog to include a dog bed & feed bowls and to cover extra cleaning costs.
We have a dog of our own who is friendly and well socialised with other dogs so it is important that visiting dogs are sociable and not aggressive towards other dogs.
Dogs must be kept on a lead at all times whilst on the farm and in the grounds of the cottages, including the car park. We have very free range poultry, three cats and lambs in the surrounding fields, all of which present temptation to our canine friends!
Dogs must not be left alone in the property, however we are happy to offer dog sitting should this be of interest – please feel free to enquire.
We respectfully remind you to adhere to the ‘Countryside Code’ at all times. A copy can be found in your cottage information folder or the Laundry Room.
Fouling – Your dog must be taken out of the courtyard garden, as we have to be mindful of other guests- particularly families with children. Please take your dog into the farmyard past the bins to relieve itself. Any evidence of mess in the garden may result in the damage deposit being withheld.
Dog owners must take responsibility for the control and actions of their pet at all times.
Please clean your dog after a muddy walk before allowing them into the property. Do not use the cottage bathrooms or showers to clean your dogs. We do have an outside hose in the yard, which you are very welcome to use.
- Cancellation Insurance
Cancellation insurance is not compulsory but Oxford Country Cottages does strongly recommend such insurance cover to protect against the cancellation penalties. Holiday insurance should be available through your own insurance brokers.
- Right of Entry
The Owner shall be allowed the right of entry to the Property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
Regulations governing the occupancy of the Property
- Smoking is not permitted in the Property
- Pets are not allowed in the Property or in the grounds of the Property without prior written consent from the Owner, note 11.1 above for dogs.
- The number of occupants of the Property should not exceed the maximum number stated in the booking confirmation
- The Hirer shall take reasonable and proper care of the Property and its furniture pictures fittings and effects
The Hirer shall not carry out any activity on the Property which might cause a nuisance or annoyance to the Owner or the occupiers of any adjoining property and in particular (but without prejudice to the generality of the foregoing) no musical instrument, MP3/CD stereo or TV shall be operated on the Property between the hours of midnight and 8.00am
SECTION 1 – WHAT DO WE DO WITH YOUR INFORMATION?
When you purchase something from our website, as part of the buying and selling process, we collect the personal information you give us such as your name, address and email address. If you are staying at our cottages we are required to keep this information by law.
Email marketing: With your permission, we may send you emails about our cottage and other updates. We will NEVER pass your details to third parties
SECTION 2 – CONSENT
How do you get my consent?
When you provide us with personal information to complete a transaction, verify your credit card, place an order, arrange for a delivery or return a purchase, we imply that you consent to our collecting it and using it for that specific reason only.
If we ask for your personal information for a secondary reason, like marketing, we will either ask you directly for your expressed consent, or provide you with an opportunity to say no.
How do I withdraw my consent?
If after you opt-in, you change your mind, you may withdraw your consent for us to contact you, for the continued collection, use or disclosure of your information, at anytime, by contacting us at firstname.lastname@example.org or mailing us at: Oxford Country Cottages, Lower Farm, Noke, Oxford, OX3 9TX, United Kingdom
SECTION 3 – DISCLOSURE
We may disclose your personal information if we are required by law to do so or if you violate our Terms of Service.
SECTION 4 – Our online booking system
Our store is hosted on Checkfront and Sage Pay provide us with the online e-commerce platform that allows us to sell our services to you.
Your data is stored through Checkfront’s data storage, databases and the general Checkfront application. They store your data on a secure server behind a firewall.
If you choose a direct payment gateway to complete your purchase, then Sage Pay stores your credit card data. It is encrypted through the Payment Card Industry Data Security Standard (PCI-DSS). Your purchase transaction data is stored only as long as is necessary to complete your purchase transaction. After that is complete, your purchase transaction information is deleted.
All direct payment gateways adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover.
PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.
SECTION 5 – THIRD-PARTY SERVICES
In general, the third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us.
However, certain third-party service providers, such as payment gateways and other payment transaction processors, have their own privacy policies in respect to the information we are required to provide to them for your purchase-related transactions.
For these providers, we recommend that you read their privacy policies so you can understand the manner in which your personal information will be handled by these providers.
In particular, remember that certain providers may be located in or have facilities that are located a different jurisdiction than either you or us. So if you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.
As an example, if you are located in Canada and your transaction is processed by a payment gateway located in the United States, then your personal information used in completing that transaction may be subject to disclosure under United States legislation, including the Patriot Act.
When you click on links on our store, they may direct you away from our site. We are not responsible for the privacy practices of other sites and encourage you to read their privacy statements.
SECTION 6 – SECURITY
To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.
If you provide us with your credit card information, the information is encrypted using secure socket layer technology (SSL) and stored with a AES-256 encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we follow all PCI-DSS requirements and implement additional generally accepted industry standards.
SECTION 7 – AGE OF CONSENT
By using this site, you represent that you are at least the age of majority in your county or province of residence, or that you are the age of majority in your county or province of residence and you have given us your consent to allow any of your minor dependents to use this site.
If our store is acquired or merged with another company, your information may be transferred to the new owners so that we may continue to sell products to you.
QUESTIONS AND CONTACT INFORMATION
If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information, please contact our Privacy Compliance Officer at email@example.com or by mail to Oxford Country Cottages, Lower Farm, Noke, Oxford, OX3 9TX, United Kingdom