Woodlands Cottages

Short-term holiday accommodation agreement

This Agreement applies to bookings for Lavender Cottage, Rosemary Cottage, or both cottages together at:

Woodlands Cottages
Woodlands, Lughorse Lane
Yalding, Kent ME18 6EB

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The host

Lieven Kuppens and Lydia Buttinger, trading in partnership as Woodlands Cottages.

Lead contact: Lieven Kuppens

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The guest

The person named as the Lead Guest on the booking.

The Lead Guest enters into this Agreement on behalf of themselves and all other Guests included in the booking and is responsible for ensuring that Guests and Visitors comply with the applicable terms.

The Lead Guest must be 21 years of age or older.

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1. The booking

The Property is provided solely as short-term holiday accommodation.

The booking dates, Property booked, price, payment arrangements and number of Guests are those shown in the Booking Confirmation.

A booking becomes binding once the required payment or deposit has been received and we have issued written confirmation.

The Guest may not assign, transfer or sublet the booking.

The Property must not be used as a principal or permanent residence.

Where a booking is made through Airbnb, Vrbo, Booking.com or another booking platform, the platform's applicable booking, payment and cancellation provisions will apply where they expressly differ from our own.

Nothing in this Agreement affects any statutory consumer rights which cannot lawfully be excluded.

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2. Check-in and check-out

Standard check-in is from 5:00pm on the arrival date.

If you would like to arrive earlier, please contact us. We will always do our best to accommodate an earlier arrival where possible, but early access cannot be guaranteed unless confirmed by us in writing.

Standard check-out is by 10:00am on the departure date unless otherwise agreed in writing.

Guests must not enter the Property before the agreed check-in time.

Unauthorised late departure may result in a reasonable additional charge where it causes additional housekeeping costs, staffing costs, disruption or delay to incoming Guests.

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3. Payment, security deposit and cancellation

The booking price, deposit, balance-payment dates and cancellation policy applicable to the booking are those disclosed during the booking process and recorded in the Booking Confirmation.

We do not routinely require a security deposit.

However, we may require a refundable security deposit where this is disclosed before the booking is confirmed, or subsequently agreed with the Guest as part of an agreed change to the booking.

Where a security deposit applies, the amount, payment arrangements and circumstances in which deductions may be made will be clearly stated.

Any deduction will be limited to reasonable sums properly due for damage, loss, exceptional cleaning or another recoverable cost for which the Guest is responsible.

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4. Identity verification

For security, fraud prevention and the protection of our Guests and Property, we may require the Lead Guest to provide photographic identification and/or complete an identity verification check before arrival.

This may include:

• providing a passport, driving licence or other government-issued photographic identification;

• confirming personal information;

• providing an ID photograph or selfie;

• completing a facial or liveness check where offered by an identity-verification provider; and

• other reasonable checks necessary to establish the identity of the Lead Guest.

We do not ordinarily require identity verification from children or every member of the party.

The requested identity check must be completed within the timeframe stated in our pre-arrival communication or Guest Portal.

Detailed access instructions, keys or access codes may be withheld until the required identity verification has been satisfactorily completed.

If the Lead Guest cannot use the electronic verification process, or does not wish to use biometric verification, please contact us promptly. Where reasonably practicable, we will provide an alternative means of verifying identity.

Providing false identification, deliberately attempting to circumvent the verification process or refusing to complete a reasonable identity check may constitute a material breach of this Agreement.

Personal information will be processed in accordance with applicable data-protection law and our Privacy Notice.

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5. Overnight occupancy

Only Guests included in the booking may stay overnight.

The maximum overnight occupancy is:

Lavender Cottage: 6 persons
Rosemary Cottage: 6 persons
Both cottages together: 12 persons

Babies and children count towards these occupancy limits unless we have expressly agreed otherwise in writing.

No additional sleeping accommodation may be created in lounges, outbuildings, vehicles, tents or elsewhere at the Property.

Any proposed change to the number of overnight Guests must be agreed with us in advance.

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6. Visitors and maximum numbers

Visitors are welcome where appropriate, but remain the responsibility of the Lead Guest.

For health and safety, fire-safety and insurance reasons, the occupancy limits at Woodlands Cottages are fundamental conditions of the booking.

When both cottages are booked together:

Maximum overnight Guests: 12
Maximum additional day or evening Visitors: 12
Absolute maximum number associated with the booking at the Property at any one time: 24 persons

Babies and children count towards these limits.

Visitors do not have permission to stay overnight unless they have been added to the booking and the overnight occupancy limit will not be exceeded.

Where only Lavender Cottage or Rosemary Cottage has been booked and the other cottage is separately occupied, we may restrict or require prior approval for Visitors where reasonably necessary to protect the safety, privacy and enjoyment of other Guests.

The maximum occupancy limits must not be exceeded.

Exceeding the permitted occupancy is a material breach of this Agreement.

If excess Guests or Visitors are present, they must leave immediately when requested.

A deliberate exceedance, serious or repeated breach, or failure to reduce numbers immediately when requested entitles us to terminate the booking with immediate effect and require the Guests and Visitors to leave the Property.

Any entitlement to a refund following termination will be determined according to the circumstances, our reasonable losses and applicable consumer law.

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7. Parties, events and gatherings

Woodlands Cottages is holiday accommodation and is not an event venue.

Parties, receptions, commercial events, ticketed events or organised gatherings involving additional people are not permitted unless specifically agreed by us in writing beforehand.

The occupancy limits in this Agreement continue to apply regardless of the type or duration of any gathering.

The following must not be brought onto or installed at the Property without our prior written permission:

• marquees or temporary event structures;

• professional sound systems or DJs;

• bouncy castles or similar equipment;

• outside bars;

• significant commercial catering equipment; or

• other event equipment.

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8. Quiet hours and conduct

Guests and Visitors must behave responsibly and show reasonable consideration towards our neighbours, other Guests and the local community.

Quiet hours are from 10:00pm until 8:00am.

During quiet hours:

• outdoor noise must be kept to a minimum;

• amplified outdoor music is not permitted; and

• voices, televisions and other audio must be kept at a reasonable level.

Serious antisocial behaviour, threatening or abusive behaviour, deliberate damage, illegal activity or persistent unreasonable disturbance may result in termination of the booking.

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9. Children and babies

Woodlands Cottages welcomes babies and young children and provides a range of family facilities.

Children remain the responsibility of their parent, guardian or supervising adult at all times.

Particular supervision is required around:

• the gardens and grounds;

• woodland;

• tennis court;

• climbing and play equipment;

• Giant LEGO play facilities;

• the popcorn machine;

• the candyfloss machine;

• the Ice Cream Bike;

• kitchens and cooking equipment; and

• any other equipment requiring adult supervision.

Parents and supervising adults must decide whether any facility is suitable for a particular child, taking account of their age, abilities and behaviour.

Cots, highchairs and children's equipment should be checked by the responsible adult before use.

Any item which appears damaged or unsafe must not be used and must be reported to us immediately.

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10. Popcorn machine

The popcorn machine contains components which become extremely hot during operation.

It must only be operated by a responsible adult.

Guests must:

• follow the operating instructions provided;

• use only suitable ingredients and quantities;

• keep children away from hot components;

• never leave the machine operating unattended;

• never dismantle, modify or attempt to repair it; and

• stop using it immediately if it behaves unexpectedly or appears damaged or unsafe.

If there is any problem, stop using the machine and contact us immediately.

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11. Candyfloss machine

The candyfloss machine must only be operated by a responsible adult.

Guests must:

• read and follow the instructions provided;

• use only suitable ingredients;

• keep children away from hot or moving components;

• never leave the machine operating unattended;

• never dismantle, modify or attempt to repair it; and

• stop using it immediately if it becomes damaged, overheats or appears unsafe.

If anything does not appear to be working correctly, stop using the machine and contact us immediately.

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12. Ice Cream Bike

The Ice Cream Bike is provided as a guest amenity and food-service/display facility.

Unless expressly stated otherwise, it is not provided for cycling, riding or transportation.

Guests and children must not:

• ride the bike;

• climb or sit on it;

• move it from its designated location without permission;

• interfere with its mechanisms, wheels, stands or fittings; or

• dismantle or alter any part of it.

Any instructions relating to the ice cream, freezer, cones, sauces, toppings or associated equipment must be followed.

Children must be supervised around the Ice Cream Bike.

Any fault, electrical problem, unusual temperature or freezer issue must be reported to us immediately.

If there is any doubt about whether food has remained correctly frozen or safe to consume, it must not be eaten.

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13. Equipment and facilities generally

Operating and safety instructions supplied for any equipment or facility form part of this Agreement and must be followed.

Guests must use equipment only for its intended purpose.

Equipment which appears damaged, defective or unsafe must not continue to be used.

Please contact us immediately if something goes wrong.

Guests must not dismantle equipment, carry out repairs or arrange third-party repairs without our permission, except where immediate action is reasonably necessary to prevent injury or serious property damage.

We may temporarily withdraw an amenity from use where reasonably necessary for safety, repair or maintenance.

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14. Woodland and high winds

Woodlands Cottages contains a natural woodland area with mature trees.

Trees and branches can fall unexpectedly, particularly during and following periods of strong wind.

Guests and Visitors must not enter the woodland whenever:

• forecast or observed wind gusts at or around the Property are 40 mph or more;

• a Met Office Yellow, Amber or Red warning for wind affecting the Property is in force;

• we have advised that the woodland is temporarily closed;

• barriers or notices indicate that access is restricted; or

• significant high winds have recently occurred and the woodland has not yet been reopened.

During periods of strong wind, Guests should also avoid standing or playing beneath mature trees elsewhere within the grounds.

Branches can remain damaged or suspended after a storm even once the wind has subsided.

Children must be supervised in the woodland.

Guests must not climb trees, cut vegetation, light fires, construct shelters or interfere with wildlife or woodland-management work.

Any fallen tree, damaged branch or other apparent hazard should be reported to us immediately.

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15. Pets

Up to two pets per cottage booked are permitted where they have been declared as part of the booking and accepted by us.

Where both cottages are booked together, this means up to four pets in total.

If you would like to bring more than two pets per cottage, please contact us in advance. Additional pets are permitted only where we have agreed this in writing.

Guests are responsible for the supervision, behaviour and control of their pets.

Pets must not cause unreasonable nuisance or damage.

Pet waste must be removed promptly.

Any exceptional cleaning or damage caused by a pet may be charged at the reasonable cost actually incurred.

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16. Smoking and vaping

Smoking and vaping are not permitted inside Lavender Cottage, Rosemary Cottage or any other enclosed building.

Smoking is not permitted within the woodland.

Guests smoking outdoors must dispose of smoking materials safely and ensure they are fully extinguished.

Where indoor smoking or vaping causes exceptional cleaning, deodorising or damage, the Lead Guest may be responsible for the reasonable resulting cost.

A serious or repeated breach may result in termination of the booking.

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17. Fire and general safety

Guests must familiarise themselves with the fire and emergency information provided at the Property.

Guests must not:

• disable, cover, remove or interfere with smoke alarms, carbon monoxide alarms or other safety equipment;

• obstruct exits or escape routes;

• use fireworks anywhere at the Property;

• create an unauthorised open fire; or

• deliberately disregard a safety restriction or closure.

Barbecues and authorised outdoor cooking equipment must only be used in appropriate areas and must never be left unattended while hot.

Guests must comply promptly with any reasonable emergency or safety instruction given by us.

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18. Electric vehicles

Electric vehicles must only be charged using a charging facility specifically authorised for that purpose.

Domestic sockets, extension leads or other electrical supplies at the Property must not be used for vehicle charging without our express permission.

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19. Damage, breakages and cleanliness

Accidents happen. Please tell us promptly if anything is damaged or broken so that we can deal with it quickly.

The Lead Guest is responsible for loss or damage caused deliberately or negligently by the Lead Guest, Guests, Visitors, children or pets associated with the booking.

The Property should be left in a reasonably clean and tidy condition.

We may seek reimbursement for reasonable costs actually incurred as a result of:

• damage;

• missing items;

• exceptional cleaning;

• excessive or improperly disposed waste;

• unauthorised pet damage;

• lost keys or access devices; or

• another breach of this Agreement.

Ordinary wear and tear will not be charged.

Where appropriate, the age and existing condition of an item will be taken into account.

Where reasonably practicable, we will provide information supporting any charge.

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20. Rubbish and waste

Guests must follow the waste and recycling instructions provided at the Property.

Waste must be placed in the appropriate bins and must not be left elsewhere within the Property or grounds.

Any exceptional cost caused by excessive or improperly disposed waste may be charged where reasonably incurred.

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21. Keys, access codes and security

Keys, access codes and other security information must be kept secure.

Access information must not be published online or shared with anyone other than registered Guests or authorised Visitors who reasonably need it.

Doors and accessible windows should be secured when Guests leave the Property.

Lost keys or access devices must be reported immediately.

Where a lost key or security device reasonably requires replacement keys, locks or security equipment, the Lead Guest may be responsible for the reasonable resulting cost.

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22. Faults and problems during your stay

Please contact us as soon as reasonably possible if you discover:

• a leak;

• electrical problem;

• heating or hot-water failure;

• damaged furniture or equipment;

• faulty safety equipment;

• appliance malfunction;

• significant pest issue;

• fallen or damaged tree; or

• anything else which could cause injury or further property damage.

Reporting a problem gives us the opportunity to investigate and put matters right.

Where an obvious developing problem is not reported and continued use materially increases the damage, the Guest may be responsible for the additional avoidable loss caused.

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23. Host access

We respect our Guests' privacy.

We may enter the Property where reasonably necessary:

• in an emergency;

• to deal with an urgent maintenance or safety issue;

• to prevent serious property damage;

• where we reasonably believe there is a significant security issue; or

• to investigate a suspected serious breach of this Agreement.

Except in an emergency or where immediate access is reasonably necessary, we will endeavour to provide reasonable notice.

24. Illegal activity

The Property must only be used for lawful purposes.

Illegal activity, violence, serious threatening behaviour, deliberate property damage or use of the Property for unlawful commercial activity may result in immediate termination of the booking.

Any financial consequences following termination will be determined according to the circumstances, applicable consumer law and our reasonable losses.

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25. Termination for serious breach

We may terminate the booking and require Guests and Visitors to leave where there has been a serious or material breach of this Agreement.

Examples include:

• deliberately exceeding permitted occupancy;

• refusing to remove excess Guests or Visitors;

• holding an unauthorised party or event;

• serious antisocial, violent or threatening behaviour;

• illegal activity;

• deliberate or reckless property damage;

• interference with essential fire or safety equipment;

• use of fireworks;

• knowingly entering an area closed for safety reasons;

• deliberate identity fraud; or

• a serious repeated breach after being asked to stop.

Where a breach can reasonably and safely be corrected, we will normally give the Guest an opportunity to correct it.

Where there is an immediate safety, security, insurance or serious nuisance risk, termination may take effect immediately.

Termination does not automatically mean that all payments will be retained. Any refund or retained amount will be determined according to the circumstances, our reasonable losses, costs saved, ability to re-let and applicable consumer law.

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26. Circumstances beyond our reasonable control

Circumstances outside our reasonable control may occasionally affect the Property or facilities.

These may include severe weather, storm damage, utility interruption, emergency works or official restrictions.

Where the cottages remain safe and available for occupation, temporary closure of part of the grounds or temporary unavailability of a non-essential amenity will not automatically amount to cancellation of the accommodation booking.

Where circumstances outside our reasonable control make the booked accommodation unavailable or unsafe to occupy, we will deal with the booking fairly and in accordance with applicable consumer law.

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27. Our liability

We will provide the accommodation and services with the standard of care required by law.

Nothing in this Agreement excludes or limits liability which cannot lawfully be excluded, including liability for death or personal injury caused by our negligence.

Subject to applicable law, we are not responsible for loss or damage which:

• could not reasonably have been foreseen when the Agreement was made;

• results from a Guest's deliberate, negligent or unlawful actions;

• results from deliberate disregard of a clear safety instruction; or

• constitutes business or commercial loss arising from a booking made primarily for private holiday purposes.

Guests remain responsible for taking reasonable care of themselves, their children, pets, Visitors and possessions.

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28. Personal belongings and lost property

Guests are responsible for their personal belongings.

Please contact us promptly regarding anything left behind.

Where reasonably practicable, we will try to return lost property, with postage or courier charges payable by the Guest.

Items remaining unclaimed after a reasonable period may be disposed of.

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29. Complaints

If anything is wrong during your stay, please contact us as soon as reasonably possible so that we have an opportunity to investigate and, where possible, put it right.

Complaints raised after departure will still be considered where appropriate.

Nothing in this section affects the Guest's statutory rights.

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30. Personal information

We may process personal information for purposes including:

• administering the booking;

• communicating with Guests;

• processing payments;

• identity verification;

• fraud prevention;

• security;

• compliance with legal obligations;

• handling complaints or disputes; and

• protecting our Guests, Property and legitimate business interests.

Appropriate third-party service providers may be used for some of these purposes.

Further information is contained in our Privacy Notice and, where relevant, the privacy information supplied by an identity-verification provider.

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31. Governing law

This Agreement is governed by the law of England and Wales.

Nothing in this Agreement removes any mandatory consumer protection or right available to the Guest under applicable law.

If any provision of this Agreement is found to be unlawful or unenforceable, the remaining provisions will continue to apply so far as legally possible.

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Acceptance

By signing this Agreement, the Lead Guest:

• confirms that they are at least 21 years old;

• confirms that the booking details and number of Guests supplied are accurate;

• agrees to these Booking Terms & Conditions on behalf of themselves and the Guests included in the booking;

• agrees to ensure that Visitors comply with the rules applicable to them; and

• acknowledges that serious breaches of the occupancy, safety, behaviour or identity-verification provisions may result in termination of the booking.