Terms & Conditions
Wording- guests (the Guest). property owners (the Owner).
IMPORTANT: If your Booking was made through a third-party agent eg Airbnb or Cottages.com, please refer to the agents Terms & Conditions regarding Payments & Cancellations.
By making this booking you are entering into an agreement with us so please read the terms and conditions of booking below. Your payment will indicate your acceptance of these. A material breach of these conditions may result in you being refused entry to the property or being asked to leave early and having your booking terminated. In such case your booking will be deemed to be cancelled and no refunds of any monies paid will be made. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings.
Your Booking: The booking is for a short-term holiday rental only, of no more than 30 days duration, and the property must not be used for any other purpose unless specifically agreed in advance in writing. Sub-letting or assignation of the let is prohibited. The lead guest must be a minimum of 18 years of age at the time of booking. You must provide the names and addresses of all members of your party and the ages of any children. Your booking is provisional until you have received written booking confirmation from us, which may be by email, and your deposit has been received. We are unable to take bookings for stag parties, hen parties or student groups unless by prior arrangement. Please advise us of any allergies or special requirements on booking.
Payment: All accommodation fees are in pounds sterling (GBP) and must be paid for in pounds sterling. Payment can be made via bank transfer only. Any and all bank charges pertaining to bank transfers and currency exchanges are to be met by the guest.
A deposit of 25% is required on booking with the remaining balance to be paid no fewer than 8wks before the start of your holiday. If your payment has not been received 8 weeks before your arrival date, we will assume that you wish to cancel.
If your booking is made within 8 weeks of your arrival date, payment will be due in full.
No entry to properties will be allowed without payment, in full, being cleared beforehand. This includes payment of the Security Deposit (where applicable).
Payments when Booking through an external agent: Please refer to the third-party agents Terms & Conditions.
Our Property: The property includes heating (cottage & lodges only), hot water and electricity in the price of your stay. Bedlinen, towels (including extra towels for the Hot Tub if applicable), bathmat, tea-towels and an oven glove are all provided. Beach towels are not provided. Cot linen cannot be provided for health and safety reasons, so please bring your own if using our travel cot/s. We have a charcoal BBQ at each property (charcoal can be purchased on site). Logs for your Fire Pit can be purchased on site. Additional changes of linen and towels during your stay can be provided in some circumstance, the cost of which depends on the items requested.
We respectfully request that due consideration is shown to fellow holiday makers/owners and noise is kept to a minimum, particularly after 10pm and before 8am.
Security Deposit– In making a booking you accept responsibility for any theft, breakage or damage caused by you or any member of your party and agree to indemnify us in full for any loss that we may incur as a result. A security deposit of £100 is required and will be returned within 7 days of the end of your holiday, less the cost of any damage/breakages.
Damages and breakages- please treat the facilities & accommodation with due care so that other guests may continue to enjoy them. If you notice something is missing or damaged in your accommodation, please let us know immediately so that we can take the appropriate action. If there has been any damage or breakages during your stay, we would be grateful if you could report them promptly, especially before check-out. The accommodation will be inspected at the end of the holiday & you may be charged for any loss or damage.
Keys & Directions: Guest will have access to their arrival instructions and Key Code the day before arrival.
Period of hire: You may check-in from 4pm on the day of your arrival. Please advise us of your approximate arrival time by text. Earlier check-in may be available if the accommodation is thoroughly cleaned and aired in time (an extra charge will apply). If you arrive early without prior arrangement it will not be possible to enter until 4pm.
On departure the cottage/lodges/tents must be vacated by 10am at the latest. We have a limited time to prepare our accommodation for our guests to the high standard expected and we ask that you help us achieve this by vacating on time. Delays will be charged at £40 per hour/part hour and we reserve the right to enter the property after the first half hour’s delay. Please leave your accommodation as you found it, in a clean and tidy condition, with furniture and fittings returned to their original positions. Rubbish and recycling must be deposited in the appropriate bins on site. We reserve the right to charge an additional cleaning fee of £50 per hour/part-hour if the property is left in an unacceptably unclean or untidy condition. Guests are expected to leave the property in a similar state to which they find it (reasonable cleaning excepted).
Arrivals: Arrivals by 9pm at the latest (unless prior arrangement has been made with the owners). Please note that there is limited lighting in the Woodland Area therefore we would recommend arriving BEFORE Sunset if staying in one of the Lodges or Tents.
Parking: Toppesfield Hall has parking available for up to 2 vehicles per property. All vehicles are parked entirely at the owners’ risk. There is allocated parking to ensure that the woodland area remains a car free zone.
Lodges/Tents– Please be advised that trolleys are available to transport your luggage to your accommodation. If you need assistance with your luggage this MUST be requested at the time of booking.
Electric Car Charging: We have two EV Charging Points on site for guests to use at their own expense. We kindly ask that you do not charge your car from our domestic electric supply. If we see a car on charge, we will automatically apply a flat fee of £50 per day which will become payable immediately. We, the owners, are entitled to ask the holidaymaker to leave the property, without any refund, if they continue to charge their car on our premises.
Lost Property: If you leave anything behind in the accommodation after checking-out we are happy to return it to you by arrangement. All we ask is that you reimburse us the cost of the postage/packaging.
Lost Keys: If you lose the key to your accommodation a replacement will be provided at the cost of £25. If you lose a Key Fob there will be a charge of £50.
Occupancy:
The Cottage, Copper Beech Lodge & Chestnut Lodge: The number of guests must not exceed 6 (One infant up to 24mths sleeping in a travel cot does not count towards occupancy).
Silver Birch, English Oak Lodge, The Sycamore & Bell Tents: The number of guests must not exceed 4.
No parties, events or gatherings may take place at any property without prior written consent from the owners.
Day Guests: Strictly by prior arrangement only (charges & restrictions apply).
- Day Guests that have been pre-booked are permitted between the hours of 10am-6.30pm ONLY.
- Strictly no overnight guests.
- Maximum of 2 Adults and 3 Children per accommodation (please note: this includes children from birth to 18yrs).
- Only 1 additional Vehicle will be permitted (we must be Informed of their Car Registration Number when booking).
- Any unauthorised guests will be asked to leave.
No Smoking/Fireworks/Candles: Smoking and vaping are not allowed inside any of the properties. Fireworks and Chinese Lanterns or similar may not be used. Due to Health & Safety, candles are not permitted inside the property.
Fire Pits: Wood can be purchased from us. There may be times when we must remove fire pits, especially during extremely dry weather when fires can be dangerous.
Pizza Oven: (if applicable to your accommodation): Specialised Wood ONLY! This can be purchased on site.
BBQ’s: Your accommodation has its own Charcoal BBQ. Disposable BBQs are NOT allowed.
Accessibility: Please be advised that our accommodation may not be suitable if you have certain disabilities. Our Lodges/Tents are accessed via steps and there is a short walk to the lodges/tents from the car park (150 yards to Lodges & 200 yards to tents). Our cottage is accessed via a step and the bedrooms are upstairs whilst the bathroom is downstairs.
If you -the guest- or any member of your party has any medical problem or disability that may affect your booking, please tell the property owner before you confirm your booking. As the property owner, we will require full details in writing BEFORE your booking can be confirmed. If we are unable to make reasonable adjustments to meet guests particular needs, we can refuse or cancel the reservation.
If you have booked through an external agency; please refer to their Terms & Conditions too.
Children: Children are always very welcome.
Highchairs: available to hire on first come basis (small charge).
Travel Cots: available to hire on first come basis (small charge). Please bring your own cot linen.
All equipment is used entirely at user’s risk. Children must always be supervised whilst on the premises and particular care should be taken around equipment, animals and water.
Wildlife on-site:
Toppesfield Hall is set in the countryside, and our guinea fowl and other local wildlife add a charming touch to your stay. Please note: they may be vocal at times, including night-times. We can not accept responsibility for disturbed sleep.
Pets:
We do charge for bringing your dogs.
The Cottage, Chestnut Lodge & Coper Beech Lodge: 3 Dogs max
Silver Birch Lodge & English Oak Lodge: 2 Dogs max
The Sycamore: 1 small Dog max
Bell Tents- Strictly No Pets.
*Dogs on the Dangerous Dogs Act can only be permitted if certain criteria is met. Please speak to the owners direct BEFORE booking.
*Dogs must NOT be left to roam freely. Please ensure they are kept on a lead when walking around.
*Please refrain from allowing dogs on the furniture and bring plenty of throws/old towels as we do not supply these.
*Strictly no dogs on beds or in the Hot Tub.
*Dogs must not be left alone inside the property when you go out.
*No dogs in the Tennis Court.
*Please ensure you pick up any poo and place it in the bins provided.
*Please ensure you do not leave your dog to bark continuously.
*Each Lodge and the Cottage has a secure garden. Please double check fencing on arrival and inform us immediately if you notice that the fencing has been damaged at all. We will then repair the fencing as soon as practically possible.
*There is a separate field for dog walking too. Please read the disclaimer on the entrance to this field prior to using it. Thank you
Amendments: Should you wish to amend your holiday before its commencement we will do our very best to accommodate you but cannot guarantee this will be possible. Date changes will incur a £50 admin fee. Additional guests will be charged at the appropriate rate
External Agents Bookings Only: If you booked through an external agent and wish to increase the number of guests on the booking; each additional guest will be charged at the appropriate rate. This must be agreed directly by ourselves BEFORE your holiday commences and the additional amount must be paid BEFORE your holiday commences.
Cancellations: In the unfortunate event that you must cancel your holiday please advise us immediately and confirm in writing or by email. We will confirm receipt of your cancellation request by email.
CORONAVIRUS NOTICE: In these uncertain times, it is reassuring to know that if you are unable to travel to take your holiday because of a national or local lockdown, we will guarantee that you will get a full refund or have the opportunity to change your dates (on a like for like price basis).Please note that the refund guarantee is provided by the property owner and applies only to the address given on the booking at the time of booking being put in a lockdown, and when the travel restriction coincides with the period of your holiday.
The refund guarantee covers national and local lockdowns but does NOT cover you (or members of your party) for being unable to travel because you (or a member of your party) fall ill with Covid, or are required to quarantine or self-isolate. These events can be covered by you taking out travel insurance which includes cover for illness with Covid and self-isolation.
Cancellation made 8 weeks or more in advance of arrival date – 25% Deposit Retained.
Balance is due 8 weeks prior to arrival – non-payment means we will consider your booking cancelled – 25% Deposit Retained.
Cancellation made between 8 weeks and day of arrival date, and if we are able to relet – we will refund your balance minus your 25% deposit. It is not our policy to return the deposit as we have costs that would have already been occurred. – 25% Deposit Retained.
All holiday deposits are non-refundable (except for Postponement/Cancellation due to a National or Local Lock Down in respect of Covid 19). If you choose to cancel and wish to claim the deposit – then please note we cannot issue a credit note and you need to claim through your holiday insurance.
Non-arrival guests, who are unable to attend or fail to attend for whatever reason without notifying us as above forfeit their holiday payments. To avoid any misunderstanding, we recommend all guests insure against cancellation when they take out their holiday insurance.
Cancellations when Booking is made through an external agent: Please refer to the third-party agents Terms & Conditions regarding cancellations.
Force Majeure/ Our right to cancellation: If we, the owners, must cancel your booking due to forces beyond our control our liability to you is limited to the refund of any payment already made. Notification will be given by us as soon as possible and we will promptly refund payments made for your holiday.
If we must end your holiday early due to forces beyond our control, we will refund the appropriate proportion of the amount paid to us (eg. Holiday Price £700 for 7 nights. Holiday ended after 3 night’s sleep. Refund due £400). In these circumstances our liability will not extend beyond this and there will be no compensation or expenses paid.
Please note we reserve the right to cancel any booking without compensation, refund or reimbursement if the terms of these conditions are breached.
Due to the unprecedented situation in the UK and the risk of Covid-19^ we may need to cancel if we are advised to by the Government, if we have to isolate or if we feel that your holiday will put you at risk.
For all bookings: If you must leave your holiday accommodation earlier than your expected check-out date no refunds will be made. If you have not arrived at your property by 12pm the day after your holiday start date, and you have not advised us that you will be late, we will deem the holiday to have been cancelled and no refund of any monies paid will be made.
We strongly urge our guests to take out cancellation insurance to protect against any potential losses.
Guest Responsibility: Guests are responsible for the property during their holiday and are asked to take reasonable care of both the property and its contents. Any breakages and/or damage should be reported to the owners immediately. We reserve the right to charge for any damages. Guests must report any problems with appliances, fixtures or fittings immediately so that they may be repaired as soon as possible, to minimize inconvenience both to you and to subsequent guests. Guests must not carry out any activities or behaviour that may cause a nuisance to the owners or occupiers of neighbouring accommodation. We, the owners, are entitled to ask the holidaymaker to leave the property without any refund if, in our opinion, the behaviour of the holidaymaker and/or his/her party is unacceptable or unreasonable. We, the owners, also reserve the right to refuse entry to anyone who, in our opinion, is not suitable or capable of taking charge of the property.
-Please remove shoes before entering your accommodation.
-Please lock the doors and close the windows when you leave the property unoccupied (OR if staying in a Tent; please ensure everything is fully zipped up)
-Please make sure you switch off lights, heating or any electrical appliances when you go out – Toppesfield Hall is eco-friendly!
-Lodges: Please ensure children/animals are not left to venture behind the lodges as this is a Service Area.
Hot Tub
-We will require access to the garden daily to complete chemical checks if you choose to have the Hot Tub available during your stay. Hot Tub Checks will be any time between 8am-10.30am.
Please ensure you read and adhere to the Hot Tub Guidance which is clearly displayed next to the hot tub. A copy is also available on our Guest Page (via our website).
Liability: The use of the property and amenities and guests’ own property are entirely at the users’ risk, and the owners cannot accept any responsibility for injury, death, loss or damage unless arising from negligence on our part. We make every effort to list our property in an accurate manner however, due to continuing refurbishment, some fixtures and fittings may differ to those in the photographs. We very much hope you enjoy your holiday with us but in the unlikely event of a problem or complaint we ask that you notify us during your stay so that we may resolve the problem. Any complaints made retrospectively cannot be considered.
The Owner cannot accept responsibility for any material loss, damage, additional expense, or inconvenience directly or indirectly caused by or arising out of the property, its plumbing, gas, electrical services, or exceptional weather.
The owner shall not be liable for any temporary defect or malfunction of any equipment, machinery or appliance in the building, grounds, or hot tub.
No compensation will be given for any outage of electricity, gas, water, internet connection or television service.
The owners are not responsible for the loss of any personal belongings or valuables of the guests including vehicles or vehicle contents.
Access: We reserve the right to enter the property at any reasonable time to carry out repairs and necessary maintenance including mowing the lawn and cleaning windows. We will let you know in advance but at times it may be necessary to enter the property without prior arrangement.
Wi-fi: We have made every effort to supply the main living areas with a complimentary internet connection however we are in a rural location which affects our connection from time to time. We cannot accept any liability for inconvenience or loss due to poor internet reception or technical problems.
Outside Lighting: Please be advised that some outside lighting comes on and goes off automatically to ensure that we remain as Eco-Friendly as possible and to prevent any harm to woodland animals. We have predetermined these times and would recommend bringing a torch to aid where/when needed.
Website/Advertising: The owner takes every care to ensure the accuracy, both written and verbal, of the property, the village and local amenity details. All information on the website, on third-party websites, in printed material and provided in email or verbal communications is given in good faith and is believed to be correct at the time of writing, going to press or otherwise communicated. However, the owner cannot be held responsible for changes beyond its control which may become known after writing and going to press.
Data Protection: Any and all personal information is collected, held and used in strict compliance with the EU General Data Protection Regulations 2018. For full details on how we store and use your data please refer to our Privacy Policy (A copy is also available on our Guest Page via our website).
Miscellaneous: The Guest agrees that the contract with the Owner is made at the Owner’s premises and that any proceedings between the parties shall be conducted in the County Court nearest to the Owner.
We reserve the right to make reasonable amendments or additions to these terms and conditions without notice.
This property is privately owned and is our home. We expect all guests to enjoy the facilities and treat the property with the same respect that they would with their own house.
These booking conditions supersede all previous issues.
Thank you in advance for complying with these Terms & Conditions, which exist for the safety and enjoyment of all our guests.
