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Northumbria Byways - Booking Conditions

BOOKING CONDITIONS

PLEASE READ THIS CAREFULLY. WHEN YOU MAKE A RESERVATION REQUEST WITH US (WHETHER BY POST, TELEPHONE OR EMAIL), THESE CONDITIONS ARE DEEMED TO HAVE BEEN ACCEPTED BY YOU.

DEFINITIONS
Agent means Northumbria Byways Limited (Company Number 5235173) whose registered office is at Maryholme, Hallbankgate, Brampton, Cumbria CA8 2NE.
Booking means the reservation of the Property by the Holidaymaker.
Booking Conditions means these terms and conditions.
Deposit means:
(a) One third of the Rental Charge
(b) Full payment if the holiday is due to commence within six weeks.
Holidaymaker means the person or persons making the Booking.
Initial Payment means the payment of the Deposit.
Additional Fees means any fees payable by the Holidaymaker other than the Rental Charge, including a non-refundable booking fee of £15 including VAT per booking, credit card handling fees, heating supplements, pet charges and linen charges.
Property means the accommodation for which a Booking is made.
Property Owner means the owner of the Property.
Rental Charge means the total rental charge payable in respect of the Booking.
Reservation Request means a request to make a Booking in the form of a completed holiday booking form (whether submitted via post, email or website) or a telephone booking.
Short Break means a holiday for a duration of less than seven nights. (minimum three nights).

ROLE OF NORTHUMBRIA BYWAYS LIMITED
The Agent acts as agent for the Property Owner to take and arrange Bookings. The Agent does not own or manage the Property but reserves the right to refuse any Booking. Once the Initial Payment has been made and a Holiday Confirmation has been issued by the Agent, a legally binding contract shall exist between the Holidaymaker and the Property Owner pursuant to which the Property Owner will make the Property available for the period set out in the Booking. For the avoidance of doubt, the Agent shall not be a party to such contract. The Contract shall be subject to these Booking Conditions and any other special conditions made known to the Holidaymaker at the time of the Booking. The Agent accepts no liability for any defects or unavailability of the Property or any other problems with the holiday. The Holidaymaker’s right of action (if any) shall be against the Property Owner and not the Agent.

BOOKINGS AND PAYMENT
Following receipt of a Reservation Request the Agent shall check the availability of the Property. If the Property is available for the Holiday, the Agent shall reserve the Property for an initial period of seven days. The Holidaymaker must make the Initial Payment to the Agent within these seven days. Unless payment is received within these seven days, the reservation will be cancelled. Upon receipt of the Initial Payment, the Agent will issue a Holiday Confirmation to complete the Booking.

The Balance of the Rental Charge must be paid by the Holidaymaker to the Agent no later than six weeks prior to the commencement of the holiday (the Agent shall endeavour to inform the Holidaymaker of the due date at the time of the Booking).

The prices stated on the Agent’s website and in the Agent’s brochure are cash prices in pounds sterling. The Agent incurs charges from credit card companies when the Holidaymaker pays by credit card, and therefore a 2% charge will be made for each credit card transaction. Any charges raised against the Agent by its bank for handling dishonoured cheques, bank transfers or any other payments, must be reimbursed by the Holidaymaker to the Agent within seven days of the Agent’s request to do so. All payments must be made in pounds sterling. The Agent reserves the right to correct any error in advertised and/or confirmed prices. There is a non-refundable booking fee of £15 including VAT per booking.


BOOKING DETAILS
Immediately upon receipt of the Holiday Confirmation from the Agent, the Holidaymaker should check the details and notify the Agent of any mistakes/errors made by the Agent as soon as possible and in any event within seven days; no changes can be made to the Booking after this time. The Agent reserves the right to charge a holiday booking amendment fee of £20.00 + VAT to administer/correct any error by the Holidaymaker.

CANCELLATION BY THE HOLIDAYMAKER
The Holidaymaker should notify the Agent immediately in writing if he/she wishes to cancel the Booking. The cancellation only takes effect when the Agent has received written confirmation from the Holidaymaker. If the Booking is cancelled after the balance of the Rental Charge becomes payable, such balance shall remain payable notwithstanding cancellation. Your cancellation will be acknowledged by the Agent in writing. You are still liable for any outstanding balance on the due date. The Agent will endeavour to re-let your holiday. If the Agent is successful in re-letting the holiday for the entire period originally booked it shall refund all monies paid (whether deposit or otherwise) less an administration fee of £20.00 + VAT. If the Agent is only successful in re-letting a proportion of the period originally booked it shall refund that proportion of monies paid (whether deposit or otherwise) less an administration fee of £20.00 + VAT. If the Agent is unsuccessful in re-letting the holiday then all monies paid shall be forfeited and any outstanding balances will still be payable on the due date. The Agent strongly recommends the Holidaymaker has some form of insurance. Once a booking has been confirmed by the Agent it can only be changed to another date, providing the property is available and the Owner is agreeable to the change. An administration fee of £20.00 + VAT will be payable. The holiday can only be changed to another property by treating the original booking as a cancellation.

OTHER CANCELLATIONS
In the event of the Agent being unable to arrange the holiday accommodation requested by the Holidaymaker, or if the Property becomes unavailable for whatever reason, the Agent will endeavour to arrange alternative accommodation for the Holidaymaker of an equivalent type and standard in a similar location. If the Holidaymaker has paid any money in respect of a Property and that Property subsequently becomes unavailable, the Agent shall refund all monies paid by the Holidaymaker. The Agent is not liable for any costs associated with alternative accommodation, which must be paid by the Holidaymaker. Save as set out above, the Agent shall have no liability for the cancellation or alteration of a Booking.

BROCHURE ACCURACY
To the best of the Agent’s knowledge the details provided by the Owners relating for their Property/ies described in the Agent’s brochure and website were correct at the time of printing. Property descriptions and prices may be subject to change. Upon becoming aware of any material inaccuracies or price changes in any published description of the Property or material changes to the Property, the Agent shall endeavour to correct them in future publications and inform the Holidaymaker. The Agent reserves the right to amend any inaccuracies including description, services and pricing. If the alterations prove unacceptable to the Holidaymaker then alternative accommodation will be arranged or a full refund of monies paid will be given. The Agent is not liable for any costs associated with alternative accommodation, which must be paid by the Holidaymaker. The Agent cannot accept responsibility for any changes or closures to area amenities or attractions mentioned in the brochure.

RESPONSIBILITIES OF THE HOLIDAYMAKER
It is the responsibility of the Holidaymaker to contact the Owner or Caretaker to make arrangements for the key collection. Details of which will be sent on acknowledgement of the final balance. If the Holidaymaker is unable to make contact then the Company should be notified before the start of the holiday.

During the period of the holiday, the Holidaymaker (personally and on behalf of all other people visiting the Property) undertakes (for the benefit of the Property Owner and the Agent) the following:
i that the number of people occupying the Property will not exceed the number stated on the Holiday Confirmation.
ii to show due consideration for other parties (to include, but not be limited to, refraining from abuses of the Property and/or dangerous, offensive or rude behaviour to the Property Owner, his representative or any third parties such as neighbours).
iii to allow the Property Owner or his representative access to the Property at any reasonable time during the period of holiday.
iv to keep the Property and all furniture, utensils, equipment, fixtures and fittings in or on the Property in the same state of repair and condition as at the commencement of the holiday and to ensure that at the end of the holiday the Property is left in the same state of order and cleanliness in which it was found. The Property Owner reserves the right to levy an additional charge for any extra cleaning required after the Holidaymaker’s occupancy and for any consequential loss
v to report as soon as possible to the Property Owner (or his representative) any breakages or damage caused by the Holidaymaker during the holiday and to reimburse the Property Owner with the cost of replacement. The Property Owner reserves the right to make a claim against the Holidaymaker for repair or loss as a result of damage caused.
vi to arrive after 4 p.m. on the arrival day and to vacate the Property by 10 a.m. on the day of departure unless prior arrangement has been agreed with the Property Owner.
vii not (without the express permission of the Property Owner) allow any person other than guests booked and staying in the Property for their holiday to use the facilities and amenities of the Property.
viii to notify all other members of the Holidaymaker’s party of these undertakings.

In the event of a breach of any of the above undertakings, the Property Owner (or representative) can refuse to allow the Holidaymaker to take possession of the Property or make the Holidaymaker leave the Property before the end of the Holiday. In either case the Holidaymaker shall be deemed to have cancelled the Booking and the Holidaymaker shall have no claim for compensation or reimbursement whatsoever.

PETS
Pets are only allowed at Properties that are advertised as allowing a pet/pets. If a Holidaymaker takes a pet to a Property that does not allow them, or exceeds the stated number/size of pet, the Property Owner (or his representative) can refuse to allow the Holidaymaker to take possession of the Property or make the Holidaymaker leave the Property before the end of the holiday. If this happens the Holidaymaker shall be deemed to have cancelled the Booking and the Holidaymaker shall have no claim for compensation or reimbursement whatsoever.

The Holidaymaker is liable for all damage caused by his/her pets. The Holidaymaker should remove all traces (inside and out) from the Property of pet occupation before final departure. The Property Owner reserves the right to levy an additional charge for any extra cleaning required after the Holidaymaker’s occupancy. The Holidaymaker must not allow pets on beds or furniture within the Property and pets must not be left alone in the Property at any time. If the Holidaymaker breaches this clause the Property Owner (or his representative) may notify the Holidaymaker of the breach and if the Holidaymaker continues to breach this clause the Property Owner (or his representative) may make the Holidaymaker leave the Property before the end of the Holiday. If this happens the Holidaymaker shall be deemed to have cancelled the Booking and the Holidaymaker shall have no claim for compensation or reimbursement whatsoever.

LIABILITY
The Holidaymaker’s (and all other members of the Holidaymaker’s party’s) personal belongings and vehicles (together with their contents) are left at the Property entirely at their own risk. The Agent shall accept no liability to the Holidaymaker for any loss, damage or injury howsoever caused to the Holidaymaker or to the Holidaymaker’s personal property (or to persons in the Holidaymaker’s party or their personal property) during their stay at the Property except to the extent such loss, damage or injury is caused by the negligence or wilful default of the Agent.

No representative, agent or sales person (whether employed by the Agent or not):

i has the authority to vary, amend or waive any of these Booking Conditions and no amendment or addition to any of these Booking Conditions shall be deemed to have been accepted unless accepted in writing by a senior manager of the Agent; and/or
ii has the authority to make any verbal representations or provide additional information over and above information contained in the Agent’s brochures and website. The Agent cannot accept responsibility and give no warranty in respect of information or representations not contained in these Booking Conditions, the Agent’s brochures and/or the Agent’s website.

COMMUNICATION AND INFORMATION
For the purpose of the Data Protection Act 1998, all personal and other information and details collected by the Agent in the course of its business, belong to the Agent and will not be disclosed to any third party except to the Property Owner (and/or his representatives) in connection with a Booking. If the Holidaymaker or other individual wishes to be removed from the Agent’s mailing list, they should contact the Agent by phone on 016977 46777 or by email at enquiries@northumbria-byways.com.

COMPLAINTS
In the unlikely event the Holidaymaker may have cause for dissatisfaction, the Holidaymaker should contact the Property Owner (or his representative ) as soon as possible. The Agent encourages all Property Owners to take complaints from Holidaymakers seriously and to resolve them if at all possible. If the Holidaymaker is unhappy with the Property Owner’s response, the Holidaymaker should contact the Agent as soon as possible whilst still on holiday and provide details of the complaint and the Property Owner’s response. Without prejudice, upon receipt of details of a complaint from a Holidaymaker, the Agent may (in its absolute discretion) liaise with the Holidaymaker and the Property Owner and attempt to resolve the outstanding complaint. This Complaints clause is without prejudice to any cause of action the Holidaymaker may have against the Property Owner.

FORCE MAJEURE
No liability can be accepted and no compensation will be paid by the Agent or the Property Owner, where the Holidaymaker or his personal property (and/or any person in the Holidaymaker's party and/or their personal property) suffer any loss, damage, injury, disappointment, inconvenience or otherwise, or where the performance or prompt performance of any obligations by the Agent or the Property Owner are prevented or affected, by any event which the Agent or the Property Owner could not have reasonably foreseen or avoided including war, threat of war, riot, civil strife, industrial action, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, closure of international borders, disease, none availability of transport services, interruption to services/utilities and all similar events outside the control or the Agent of the Property Owner.

Northumbria Byways is committed to providing quality accommodation throughout Northumberland

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