Terms & Booking Conditions for The Gallery Lodges

Terms & Conditions for The Gallery Lodges.

Our Contract

If you are a consumer, The Gallery Lodges (Peter Caswell / Julie Caswell /we/the owner) rents all self catering lodges, Grafton House and extras to you subject to these terms.

A contract is formed between you and The Gallery Lodges when we issue you with a confirmation email to confirm your booking and a payment has been taken or the payment details you provided have been verified. No booking shall be binding on The Gallery Lodges until we/or an agent we have authorized, issues you with a confirmation email.

1 Your Booking
1.1 You may make a booking on someone else’s behalf. You must make this clear to us at the point of booking. You are responsible for ensuring that any customer in your booking complies with these terms as if that customer had made the booking and that they agree to our Privacy Policy.

1.2 You can only make a booking if you are 18 years old or over. If you arrive at the accommodation and are under 18 years of age you will not be permitted to stay. We may require photo id as proof of age.

1.3 If we cancel or amend your booking:  We would not expect to have to make any changes to your booking, but sometimes problems occur and we do have to make alterations or, very occasionally cancel bookings. See Section 5.

1.4  A bank/credit card is required for booking payments. Direct bookings must include your name, address and current email for the purposes of processing your booking. You will receive confirmation and a card payment receipt by email only. If you do not receive any email confirmation please contact us.

1.5 A 30% Deposit is taken at the time of booking when you book direct using our online bookings system.  Other third party booking provider such as Booking.com, Hotels.com and Airbnb will have specific terms which you will be agreeing to upon booking.  Please also read about Cancellations in Section 4 below.

1.6 If you book 14 days or less before the scheduled date of arrival payment is taken in full at the time of booking. If you book through another third party booking website then the terms of that website will apply: we try to match these as closely as possible with our direct booking terms, but we are bound to act within the constraint of each booking provider.

1.7 Balance To Pay Later/ Final Payment
Any final balance is due 2 weeks before your stay.
For bookings made more than 2 weeks in advance, you will be required to pay any outstanding Final Payment. You will be contacted by email with a secure online payment request which should be paid by bank/credit card 2 weeks in advance of your stay. If you do not pay the balance your booking may be lost. Please do contact us if you have any queries about the Final Payment.

1.8 We strongly recommend that you take out suitable Travel (Cancellation) and Health Insurance that covers you for your stay at the Gallery Lodges. We do not provide this cover.

2  Check-in and check-out

2.1 You can check-in from 3.00 pm on the scheduled date of arrival. If you wish to check-in earlier please contact us on the day of your arrival and we may agree to this subject to cleaning and maintenance . We cannot agree early arrivals in advance.

2.2 You must check-out by 10 am on the scheduled date of departure. 

3  ‘Rules of the house’

You agree to comply with the regulations set out in any property manual and the following “Rules of the House” provided to you to improve the use, safety and enjoyment of the property/lodge for all concerned, and any other regulations reasonably specified by us from time to time.

3.1 The Gallery Lodges are intended for adults to enjoy a peaceful stay. They are not designed for entertaining guests or for behaviour which would disturb any of the other residents, including: loud music or TV, or any other activity which would significantly disturb any of the other guests. Outdoor noise should be kept to a minimum after 10 pm to respect the other guests staying.

3.2  You are permitted one car per lodge. Also one additional parking space is available by request in the allocated guest parking area. Do not drive or park on the grass.

3.3 The maximum occupancy for each lodge is 2 adults. No occupant changes mid-stay.

3.4  We do not permit people under the age of 18 to stay at The Gallery Lodges.

3.5  No pets are allowed in any room, lodge or building at any time.

3.6  To maintain the peace of the lodges we ask you to limit any visiting guests to no more than 2 persons. No parties are permitted.

3.7  Any guests you have during your stay should leave by 10 pm and they should only park in the guest parking area. They are not permitted to park outside the lodges.

3.8 It is forbidden to charge Electric Vehicles (EVs) from ANY of the lodge sockets. This is very important as it contravenes our insurance. The domestic wiring circuits and sockets, as well as the electric supply are not suitable for any EV charging, which may pose serious risks including fire and electrocution.  You should use local charging stations.

3.9  You must also comply with any reasonable ‘rules of the house’ laid down by the owner, which have been made to improve the use, safety and enjoyment of the property for all concerned. If the owner does not communicate any such rules to you, you must assume that “normal” rules (such as consideration for neighbours, no malicious behaviour) apply. We reserve the right to enter the property at any reasonable time provided reasonable notice is given to you.

3.10  Smoking and vaping are not permitted inside The Gallery Lodges. You must not smoke or vape in any rooms or interfere with our fire detection systems. You must not handle vape liquids and roll loose tobacco inside the lodges, and take reasonable precautions to store so as it to avoid damage to property.

3.11 No drug use.

3.12 If you do any of the above mentioned in section 10 & 11 this will be regarded as a breach of these booking terms and conditions and we may terminate your booking. We may contact you after your stay to recover any costs incurred due to smoking, vaping or drug use inside the lodges. The costs we incur include our costs for cleaning, including specialist cleaning, repair or replacement of fixtures or furnishing items damaged by you, including damage to and staining of soft furnishings and bedding; the nightly cost of the lodge for any period it is unusable; and our expenses in seeking payment form you.  We may also instruct a third party to recover any costs.

3.13 You agree to keep and leave the lodge and the furnishings in good condition and clean the kitchen equipment, crockery and glasses before departure. We understand you may accidentally break an odd glass or pot, please let us know so we can replace these, you will not be charged. Guests are requested to bring any maintenance issues or breakages to our immediate attention. 

3.14 You must take all reasonable precautions to avoid damage or interference with any items belonging to us. Malicious, wilful, or negligent damage or interference to our hotel or property will be regarded as a breach of these bookings terms and conditions and we will terminate your booking. (See also Sections on smoking and vaping). We will contact you after your stay to recover the costs for any repair, replacement or specialist cleaning we incur if you damage our lodges or property. 

3.15  On check out all lodge keys must be left according to the Welcome Pack instructions, or returned to reception. If you fail to do so, we may charge you for a replacement key or lock as required.  In the event that a key is not returned after check-out we request customers to contact The Gallery Lodges to make arrangement for keys to be returned.

3.16 You agree to allow us or any representative of ours access to the Property at any reasonable time during your stay for the purpose of essential repairs or in an emergency.

If you do not comply with paragraphs 3.1 to 3.16 when staying at The Gallery Lodges, we may terminate your booking – see Section 6 below.

4  Cancellations

4.1 Booking Refunds. See section 1 for booking payments.
We will refund booking payments if you contact us to cancel within 24 hours of making your booking: we will reserve the card processing fee. (see 4.6 for fees). This does not apply to bookings made within 72 hours of your stay.
The booking deposit is non-refundable except in the case of an Advanced Cancellation which is 2 weeks or more before arrival. In the case of Advanced Cancellations we will refund your deposit, (see 4.6 for fees) please contact us. We reserve the right to withdraw this option for a deposit refund where a guest has made a special agreement with us or has made multiple reservations. Please also read section 4.4 below regarding contracts with third party booking agents.

4.2a The Final or Full Balance Payment will be paid at least 2 weeks before your visit.  Payments made within 14 days before your stay are non-refundable. If you need to cancel within this time period please get in touch with us as soon as you know.

4.2b If you cancel your booking outside/after the permitted cancellation periods, and we are able to re let your cancelled dates, then at our discretion we may partly refund any payment you have made less any costs or price difference that we incur in re-letting or partly re-letting those dates. We will contact you after the reservation period if we have been able to re let the cancelled nights. Please contact us by email or call us on 01271 816776.

4.2c You may be able to recover any loss due to cancellation through your travel insurance. 

4.3a Cancellations due to government public health measures such as Covid-19: If you have to cancel your booking because of UK government public health measures mean it is unlawful to travel to or make use of the accommodation you booked, you must contact us directly to cancel you booking. Overseas guests should be aware that we do not offer accommodation for quarantining. Please check all the latest government guidance for any restrictions that may affect your travel plans.

4.3b Covid-19: from 26 June 2020 we have a Guest Agreement explaining what you need to do if you are self-isolating or have symptoms of Covid-19 before or during your holiday. At our discretion, and in response to current Government guidelines, we may ask you to read and agree to this Guest Agreement by email or in writing. We have based this on advice from government recommended bodies, and this may be updated if the government advice or legislation changes. We may also be required to keep guest data for Covid 19 Track and Trace. 

4.4 If you book through another holiday booking website then the terms of that website will apply. Please note that if you elect to pay a third party such as Airbnb, Booking.com, Hotels.com or Expedia in full and in advance then we may not be able to offer a refund as you have made a different, non-refundable, contract with that third party, which we do not have direct control over, and for which we will have to pay booking agent fees.

4.5 We will only make refunds to the payment card that you used to make the booking. We will normally credit refunds to your card within 10 days.

4.6 From 1 May 2020 our payment processor, Stripe, will retain the payment processing fee on refunds (they charge up to 2% and Amex may have an additional fee).  Therefore refunds will be made less the card processor fees we incur.

4.7 We strongly recommend you take out travel and health insurance for your holiday.

5  If we cancel or amend your booking

5.1 We would not expect to have to make any changes to your booking, but sometimes problems occur and we do have to make alterations or, very occasionally cancel bookings. Examples of such reason (although these are not exhaustive) may include personal circumstances, flooding, fire, and other significant damage to the property or failure of utility services to the property.

5.2 We will always attempt to allocate you another of our lodges before making a cancellation.

5.3 If this does happen, we will contact you as soon as is reasonably practical and inform you of the cancellation or the change to your booking and, if it is necessary to cancel your booking, we will refund the balance of any money you have paid us but we shall not have any other liability to you.

5.4 Covid 19: if we, The Gallery Lodges, are forced to close due to circumstances connected with Covid-19 then we will refund your stay. We shall not have any other liability to you.

6 Termination of your stay

6.1 If you commit a serious breach of these Our Terms and Conditions we will have the right to terminate your booking and, if you are already at the property, we may require you to vacate it at once. A serious breach of Our Terms & Conditions may include failure to comply with Rules of the House or health & safety advice; or circumstances where your behaviour, or that of your guests, is likely to have a significant adverse effect upon those staying or living nearby the property. We will always try to act reasonably and will usually give a warning but if, in the owner’s reasonable judgement, you or your guests’ behaviour has made the possibility of your stay continuing untenable, you may be asked to leave immediately, no refund of the fees you have paid will be returnable to you.

7 General

7.1 Statutory Rights: We have tried to ensure that any rights that you as a consumer have that are implied by law into a contract of this type (statutory rights) are not excluded or limited in anyway. If any of these terms conflict with a statutory right or the law changes and your statutory rights change, then the statutory rights will prevail over these terms.

7.2 You should ensure that you and others in your party have adequate travel and health insurance for your stay.

7.3 You agree to take all necessary steps to safeguard your personal property. No liability to you is accepted in respect of damage to or loss of such property, except where the damage or loss is caused by our negligence.

7.4 Events Beyond our Reasonable Control: We shall not be in breach of these terms, nor liable for any failure to perform any of our obligations in relation to your booking (such as the provision of room(s) and/or other products and/or services and/or extras) due to any adverse event, act, omission or accident which happens which is beyond our reasonable control including, but not limited to, flood, earthquake, extreme adverse weather conditions, natural disasters, other acts of God, acts of terrorism, interruption or fire (except by way of our default) or failure of (except by way of our default) electric power, gas, water, or other utility service, plant machinery, computers, vehicles or any collapse of building structures.

7.5 Our Liability: Subject to the remainder of this clause, you should use your own insurance policies to claim the full amount of the loss or damage to your property prior to approaching or pursuing The Gallery Lodges. The Gallery Lodges aims to provide a safe and secure environment for the duration of your stay and where necessary, will take appropriate security measures.

We shall not be liable, in any circumstances, for any loss or damage to vehicles you bring to the lodge or any property left in them. Neither shall we be liable for any loss of profit, or any indirect or consequential loss arising under or in connection with your booking. Where we are liable, we will only be responsible for losses that are a foreseeable result of a breach or negligence, but not otherwise. The loss or damage will be foreseeable if it is an obvious consequence of the breach or is contemplated by both parties at the time of entering into the contract. Nothing in these terms shall limit or exclude our liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; or fraud or fraudulent misrepresentation; or any other form of limitation or exclusion prohibited by law or statute.

7.6 Third Party Rights: A party which is not a party to our Contract shall have no right to enforce any term under the Contracts (Rights of Third Parties) Act 1999.

8 Law

These terms are governed by the laws of England and Wales.

Changes to Terms: We reserve the right to change these terms from time to time. The terms applicable to your booking are those in force on the date of booking (or amendment, as applicable).

For more information on your statutory rights see www.gov.uk/consumer-protection-rights

If any provision of this agreement is prohibited by law or judged by a court to be unlawful, void or unenforceable, the provision shall, to the extent required, be severed from this agreement and rendered ineffective as far as possible without modifying the remaining provisions of this agreement, and shall not in any way affect any other circumstances of or the validity or enforcement of this agreement

This is self catering accommodation. However, in the unlikely event we are found to be a hotel under the Hotel Proprietors’ Act 1956 (Act), our liability is limited. We are only liable up to the maximum sums under the Act. If an incident occurs during your stay, resulting in the theft, loss or damage of your property, we will carry out an internal investigation. If we do not feel that your property was stolen, lost or damaged through any fault of ours, our staff or agents, this will be evidence that it wasn’t our fault. In those circumstances, our liability is limited to the maximums under the Act. If an incident is referred to the Police authorities, and they draw the same conclusion as us, this will also be evidence that our liability is limited to those maximums.

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.