terms and conditions

1. MAKING A BOOKING
To book online, click here. Alternatively, please telephone us on 01388 528192 to check your chosen property is available on the dates you require. We can then hold this provisionally for three days, giving you time to complete the booking form and send us your cheque. Or, if you prefer you can pay over the telephone by credit/debit card. If your holiday is to take place within two weeks of booking, we will require you to pay by credit/debit card at the time of booking over the telephone.

2. CONFIRMING YOUR BOOKING
A deposit of 20% of the total fee is required to confirm your booking. However, if you are booking within ten weeks of your holiday, payment must be made in full when confirming your holiday. Please note your holiday is not confirmed until you have received written confirmation from Botanical Cottages and we reserve the right to refuse any booking before we have issued the written holiday confirmation form.

Your booking is made as a consumer and you agree that Botanical Cottages will not accept liability for expenses, costs, losses, claims or other sums that relate to any business however so suffered or incurred by you. You must be over 18 years of age at the time of making your booking.

As soon as you receive the written holiday confirmation form, you must check it carefully and tell us of any errors immediately.

3. BALANCE PAYMENT
The balance of your holiday is due at least ten weeks prior to holiday commencement. This can be paid by forwarding a cheque or telephoning us on 01388 528192 and giving us your credit/debit card details. Non-payment of the final balance when it becomes due will constitute cancellation of the holiday and forfeiture of the deposit payment.

4. CREDIT CARD PAYMENTS
We’re really sorry but to recover the credit card company charges levied on the company, we levy a 3% surcharge and this will be added to any credit card payment. Of course, there is no charge for switch or debit card.

5. HOLIDAY COST
The prices quoted are for 7 nights accommodation from the changeover date shown against the property. Included in the price are gas electric, fuel (unless otherwise stated against the individual property details) and bed linen.
Prices quoted are in £ sterling.

6. OCCUPANCY
Your holiday group must not exceed the maximum number of people the property will sleep. If it does, we can refuse to allow you to take possession of the property or make you leave before the end of the holiday. If this happens we will treat your holiday as cancelled by you and we are afraid that you will not be entitled to a refund as compensation.

7. PETS
Only one of the properties is pet friendly. Pets are accepted on the understanding that no sign of the pet is evident, in the house or garden at the time of departure. Pets are not allowed in the bedrooms or on any carpeted area of the house, and dogs are not to be left alone in the property. We will inform you of any damages made by your pet and any additional charges incurred, within 14 days of your departure.

8. KEY COLLECTION
Your property is available from 3.00pm on day of arrival and must be vacated by 11.00am on day of departure, unless otherwise stated on your holiday confirmation. Keys can be collected prior to the stated time, however your property will not be guaranteed to be ready before this. In some instances we may be able to bring forward the entry time or extend the departure time, however we do require advance notice and we will only be able to confirm we are able to change the times three days before holiday commencement. Keys must be returned to the collection point.

9. CARE OF COTTAGES
Our cottages are lovingly cared for and we ask that you treat the cottage with respect and leave it clean and tidy. Please report any damages/breakages to the cottage owner on or before departure in order for us to fix/replace these prior to the next guests coming in. Damage/breakages caused through neglect may be charged for, in this case we will contact you within one week of departure.

10. COMPLAINTS
We work very hard to make sure you have an enjoyable holiday. Any difficulties you have on your holiday must be reported to us straight away, so that your reasonable holiday expectations may be met. This is the quickest way of resolving problems that might occur. Problems of a transient nature should be raised immediately as they cannot be rectified after your holiday.

11. ACCESS TO THE PROPERTY
There will be occasions when we will require access to the property to carry out repairs, photography, VisitBritain inspections etc. Wherever possible, we will advise you as soon as we are aware of the date and time the access is required.

12. IF YOU CHANGE YOUR HOLIDAY
You must first telephone us to check your requirement can be met and any changes need to be confirmed by yourself in writing. Within eight weeks of holiday commencement, we will be unable to change the accommodation booked. Any changes made to your booking are subject to an administration fee of £29.38 including VAT. (see point 15 for details).

13. CANCELLATION OR CHANGES TO YOUR BOOKING BY Botanical Cottages
We do not expect to make any changes to your booking but occasionally changes do occur during and after bookings have been confirmed and occasionally confirmed bookings have to be cancelled.

Most changes are minor but can be significant. We will offer you the opportunity to either: cancel and receive a full refund of all monies paid to us or: acceptance of the significant change or acceptance (tbc) of another time of the year.

If the alternative is less expensive than the original, we will refund the price difference. This option is not available in respect of minor changes.

Our liability is limited to the above options. However, if the cancellation occurs due to unusual or unforeseeable circumstances beyond our control the consequences of which we could not have avoided even with all due care, you will be offered a full refund.
Compensation will not be paid for minor changes or significant changes or cancellations prior to departure.

14. RELETTING ON YOUR BEHALF
If you have to cancel your holiday due to reasons not covered by the holiday cancellation cover (see point 16 for details), we can, if requested in writing, attempt to re-let your accommodation on your behalf. If successful we will refund any monies paid by the new hirer, less the cover premium, surcharge, any ‘extras’ (unless returned) and administration fee of £29.38. If unsuccessful, we regret that all monies paid will be forfeited.

15. HOLIDAY CANCELLATION COVER
If you need to cancel your holiday due to ill health, hospitalisation, or death in the family (please see Terms and Exclusions) your holiday insurance should cover you for this.

Terms and Exclusions
The hirer and all persons within the hirers group must be under 65 and be in good physical and mental health at the time the booking is made.

Cancellation as a result of death or illness/incapacity which arises from winter sports, mountaineering, tours, motor competitions, pregnancy and recurring chronic or continuing illness, disability or condition affected persons for which medical treatment or consultation has taken place during the twelve month period prior to the date of booking does not come within the scope of cover.

Notice of cancellation must be made immediately by telephone followed by notice in writing and be supported by medical evidence from a duly qualified independent medical practitioner and must be received at least 24 hours before the holiday commencement. Cancellation cannot be accepted within 24 hours of the holiday commencement.
Cancellation of bookings due to ‘Acts of God’ or things beyond our control will not be accepted where access is still possible to the property.

However, if you have not paid your total holiday cost, by the time of your cancellation, you may be required to make a further payment by way of cancellation charge. For the purpose of the table below, cost means the total cost of the booking, including any extra items after deducting any insurance premiums, booking fee, credit card charges and administration fee paid for making any change. Please note booking fees, credit card charges and administration fees are not refundable in the event of your cancellation.

Number of days before arrival date that notification of cancellation is received

Cancellation Charge

90-120 days

75% of cost refunded

60-90 days

50% of cost refunded

30-60 days

25% of cost refunded

1-30 days

No Refund

 

 

If you live outside the UK and have booked your holiday through a local agent, the term “cost” in the above cancellation charges table means the amount paid by your local agent to Botanical Cottages after deducting any insurance premiums and any administration charge paid to Botanical Cottages for making any change. For the avoidance of doubt, “cost” does not include any charges made by your local agent or other third parties for booking fees, flights, other travel services or any other amounts not paid to Botanical Cottages.

If you choose to cancel your holiday and you are not covered, (i.e. by insurance) the full holiday cost will remain liable and must be paid by the balance due date unless we are able to re-let the property on your behalf (see point 15 for details).

16. YOUR RESPONSIBILITIES
You are responsible for the property during your stay. This means you must keep all furnishings and fittings inside and outside the property in a comparable state of repair and condition as at the beginning of the holiday. The property cleanliness must be left in the same state as you found it. Breach of these conditions may result in the owner making an additional cleaning charge and/or making a claim against you as a result of any damage or loss.

You are responsible to the owner for the actual costs of any breakage or damage along with additional costs that may occur caused by you or any member of your party.

You are expected to show due consideration for other people, not to abuse the property or display rude, dangerous or offensive behaviour towards the owner or other third party. Possession of the property can be refused or you can be asked to leave before the end of the holiday. If this happens we will treat your holiday as having been cancelled by you and you will not be entitled to a refund of your holiday cost or compensation.

It is your responsibility to check the holiday property meets your needs and we cannot be responsible for ensuring the property is entirely suitable for your needs.

We cannot accept any bookings that are specified to be conditional upon fulfillment of a particular request. It is your responsibility to notify us of any information regarding a medical problem or disability that may affect your holiday at the time of booking.

17. LIABILITY
The owner and the company shall have no liability for any death or personal injury unless, in case of the owner, it results from the owner’s negligence or that of any employee of the owner (providing they were at the time acting in the course of their employment). You must take all necessary steps to safeguard your personal property. No liability is accepted by the owner in respect of damage to, or loss of, such personal property except, in the case of the owner, where the damage or loss is caused by the negligence of the owner or that of any employee of the owner (providing they were at the time acting in the course of their employment) or, in the case of the company, where the damage or loss is caused by the negligence of the company or its employees (providing they were at the time acting in the course of their employment).

18. DATA PROTECTION
For the purposes of the Data Protection Act 1998, Botanical Cottages are the sole data controller of all personal data provided to us from customers and prospective customers. The company will collect certain personal details from you including your name and address and credit/debit card details.

Botanical Cottages would like to store and use your personal details for future marketing purposes. This would cover sending brochures or details of promotions to you.
Botanical Cottages may make contact with you by e-mail, post, fax or telephone for the purposes set out in this clause for a period of six years after the end date of the holiday rental. If you do not wish to receive any or all of the communications set out in this clause, please let us know by telephone or letter, e-mail or fax. The company is entitled to assume that you do not object to being communicated with unless it receives notice.
Except where expressly permitted by the Data Protection Act 1998, the company will only deal with the personal details you give as set out above. The company has appropriate security measures in place to protect this information.

19. FORCE MAJEURE
Compensation payments will not apply where we cannot fulfill our obligations due to circumstances beyond our control. This would mean any event the owner cannot foresee with all due care, e.g. riots, war or threat of war, terrorist activity, civil strife, natural or nuclear disaster, industrial dispute, adverse weather conditions, fire epidemic or health risk and similar factors beyond our control.