Booking & availability

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We welcome guests on 3, 4, 7, or 14-night breaks, starting on a Monday or Friday.  We usually ask for a minimum 3-night stay and can be flexible on duration beyond that –  longer breaks of up to 28 nights are an option.   The cottages are open all year.  Booking direct with us offers best value. When booking directly with Sproxton Hall Cottages our pricing structure includes discounted rates on most weekday holidays (starting Monday, with departure on Friday).  Discounted rates also apply for longer stays.

Sproxton Hall Cottages Booking Terms and Conditions (Jan 2022)

The Contract

Wells Holiday Cottages trading as Sproxton Hall Cottages (‘Sproxton Hall Cottages’, ‘we’, ‘us’) is in the business of short-term holiday rental and this contract is between us and the person making the booking and all members of the holiday group (referred to as the ‘guest(s)’, ‘you’ or ‘your’).  The contract comes into effect once we have received and processed your booking and deposit.  When booking a cottage at Sproxton Hall Cottages you must agree to the following Terms and Conditions and all guests must abide by them during their stay.  You must provide us with a list of all guests’ names, ages, postcodes and contact details prior to arrival.

Bookings and Payments

Bookings made more than 45 days prior to your planned arrival date require a minimum 25% deposit.  Bookings are not confirmed until the deposit has been received.  The balance is due at least 45 days prior to the arrival date. Non-payment by the due date may be treated as cancellation. Bookings made less than 45 days before your arrival date must be paid for in full at the time of booking. Online Travel Agents may require a higher percentage payment to secure the booking.  The maximum booking duration is 28 days.

Holiday Insurance

We strongly recommend that you take out a suitable holiday insurance policy to cover the risks of potential cancellation  and to protect your property against loss and damage, as we will not be responsible for damage to vehicles parked on our premises, nor for any theft or loss of personal belongings. Several policies now provide cover for Covid illness/self-isolation as well as traditional cover for other illnesses/reasons for not being able to come on holiday such as jury service, vehicle breakdowns, injuries, and family emergencies.

Cancellations and refunds

  1. Lockdown (including local / semi-lockdown restrictions) and compliance with Covid-19 restrictions

If we are required by government to close or reduce capacity (for example including but not limited to national or local restrictions and lockdowns), and if guests prefer a refund rather than to rebook we will provide guests with a full refund of the funds we have received.  This will be the limit of our liability to you.

  1. Other Covid-19 related cancellations by us

We reserve the right to cancel your booking or shorten its duration if we believe that we cannot open or remain open safely or if circumstances beyond our reasonable control mean that the accommodation is no longer available for the dates booked.  We will provide a full or pro-rata refund dependent upon how your stay is affected. This will be the limit of our liability to you.  Whilst we do not envisage cancellations being necessary, examples include but are not limited to new government restrictions with which we are unable to reasonably comply, or Covid-19 cases confirmed here.

  • Other cancellations by us

You will be refunded in full if your booking has to be cancelled because Sproxton Hall Cottages has to close due to Force Majeure, meaning any of the following circumstances which may hinder or prevent the performance by us of the Contract, including but not limited to: 1) acts of God, flood, drought, earthquake or other natural disaster; 2) epidemic or pandemic; 3) terrorist attack, civil war, civil commotion or riots, war, threat of war or imposition of sanctions; 4) nuclear, chemical or biological contamination or sonic boom; 5) any law or action taken by a government or public authority, including any restrictions, prohibitions, or failing to grant a necessary licence or consent; 6) collapse of buildings, fire, explosion or accident; 7) non-performance by our suppliers; and 8) failure of utility services.

  1. Cancellations by you

Cancellations due to the lead guest (the guest who made the booking and based on the address given at the time of booking) being subject to a Covid-19 lockdown rendering you unable to travel at the start of your holiday will be refunded in full.

Cancellations for all other reasons (including inability or disinclination to travel) will be treated on a sliding scale, based on the likelihood of being able to rebook the cottage(s):

  • Cancellations received from the date of booking up to 60 days before the arrival date will be refunded in full.
  • Cancellations received between 59 days and 14 days before the arrival date will be refunded at 50%;
  • Cancellations received between 13 and 7 days prior to the arrival date will be refunded at 25%;
  • Cancellations received less than 7 days prior to the arrival date will not be refunded;

If we rebook the cottage at the same price a full refund will be made minus a £35 non-refundable administration fee which covers our advertising, financial, and administration costs associated with cancellations and rebooking. If we rebook at a lower value than your booking value, we will refund in proportion to the relet period.

Guests must cancel their reservation in writing. For speed and to enable us to start re-advertising please email us at info@sproxtonhallcottages.co.uk as soon as possible.

Bookings made via online travel agents will be subject to the external organisation’s cancellation provisions, which may be more stringent or more flexible than the above.

Guest Numbers and Behaviour

The number of people occupying a cottage must not exceed the maximum number stated for each cottage.  This is 5 guests in Kirkdale Cottage and 4 guests in each of Bilsdale, Riccal Dale and Ryedale Cottages, plus an infant sleeping in a travel cot. You are responsible for ensuring that your group complies with all government and public authority guidance, restrictions and requirements.  In the event of non-compliance we reserve the right to terminate your booking immediately, in which case our responsibility to you ceases immediately and there will be no refunds, no payment of compensation and no reimbursement of any cost or expenses you may incur as a result.

Please seek our prior approval if you plan to invite non-residents to visit you at the cottage(s) during your stay.  In any event, they may not stay overnight and must comply with all relevant aspects of these Terms and Conditions.  You must supply names, addresses, telephone numbers, for any visitors prior to their arrival.

Anyone in your party under the age of 16 must always be supervised by an adult whilst on site at Sproxton Hall Cottages.

Parking is available for a maximum of 2 cars per cottage.

We live in a quiet, rural farming community and expect that our guests respect and maintain the tranquility of our setting. Whilst we welcome guests who want to celebrate a special occasion, loud parties are not acceptable.  It is your responsibility to ensure that all members of your group do not behave in a way which causes offence, danger, disturbance or annoyance to others or which risks damage to property belonging to others. In such circumstances we reserve the right to terminate your booking immediately, in which case our responsibility to you ceases immediately and there will be no refunds, no payment of compensation and no reimbursement of any cost or expenses you may incur as a result. Furthermore, you will be liable to reimburse us for any expenses incurred as a result of you and your party’s behaviour.  No fireworks or Chinese lanterns are permitted at any time.

Smoking

We operate a strict no smoking policy.

Cleaning, Damage and Breakages

The cottages should be left clean and in the same good condition as found. Any breakages should be reported and we reserve the right to charge for any non-trivial damage, according to our Security Deposit provisions below.

Dogs

Well behaved and fully house trained dogs are welcome to stay in Kirkdale Cottage (maximum 3), Riccal Dale Cottage (maximum 2) and Bilsdale Cottage (maximum 3).  No dogs are permitted in Ryedale Cottage (but this does not guarantee that no dogs have ever stayed in that cottage).  Any additional dogs must be notified and agreed with us in advance, subject to an additional charge. We accept no responsibility for their safety or for any injury they cause to other guests or damage to their property – this is your responsibility.  Please ensure that pets remain out of the bedrooms at all times, do not sit on the furniture (unless protected by a throw), and are only exercised within the dog exercise paddock or off our property.  Please clean up after your dog.  Dogs must not be left unattended in the cottages at any time unless we have been consulted in advance and agree (for example if your dog will be in a crate and we have a contact telephone number for you). You will be responsible for reimbursing us for any damage caused by your dog(s) and you must ensure that they are kept safely under control throughout your stay.  Please be aware there may be sheep and cows on neighbouring farmland.  Whilst our gardens and dog exercise paddock are enclosed, they are not escape proof and we cannot be held responsible if your dog(s) escape.  Please ensure dogs are on leads when not in the exercise paddock. No other types of pets are permitted.

Running and use of Sproxton Hall Cottages

You must use the cottage for short term holiday letting purposes only and not conduct any illegal or business activity on site, nor use the site for any dangerous or offensive activities. 

You must let us know straight away of any damages, breakages or faults so that we can put things right straight away. This is one of the advantages of being onsite owners. We or our contractors may enter the cottage with reasonable cause (e.g. necessary repairs and maintenance) but will always try to minimise any disruption to your holiday.

WiFi is provided free of charge for guests’ reasonable and legal use but it is a rural network, prone to variable speed and availability.  Usually it is sufficient for holiday purposes but is not guaranteed to be adequate for business/work use.  No refunds are provided if the signal falls short of your needs nor if there are difficulties with the TV signal (e.g. due to Bilsdale mast fire) or other amenities. 

There is a lot of detailed information about Sproxton Hall Cottages on our website, Facebook page and OTA listings.  Although this is updated from time to time, we are always making (what we believe to be) improvements to our cottages and/or adapting to changing Covid requirements. As such the photographs and descriptions may become outdated.  If any advertised details are especially important to your you, then please check with us before booking. 

Additional terms and conditions – for stays during the Covid-19 pandemic

Our risk assessment includes an enhanced cleaning regime which requires additional time to complete.   Until further notice the earliest check-in time will be 4pm and the latest check-out time will be 9.30am. 

To run our cleaning protocol effectively and to limit the environmental impact of unnecessary laundry we are only be making up the beds requested for each stay.  Please let us know the number of beds you requireand we will be happy to make these up for you.  Alternatively, please let us know if you are bringing your own bedding and/or towels.  Prior to departure, please strip the beds and use the laundry bags provided.

Please do not travel to the cottages if you or anyone in your party has any symptom of Covid-19 or if you should be self-isolating (as per government requirements) or if travel would be contrary to government restrictions or guidance in force from time to time (including any changes introduced after your booking).  During your stay if one of your party develops COVID-19 symptoms please let us know as soon as possible by calling 01439 770980 or 07814 962761.  It will be necessary for you and your party to self-isolate at your main residence and not at Sproxton Hall Cottages. If you do not leave when requested, additional nights in the cottage (beyond your original booking end date) will be charged at the full daily rate or the cost of finding alternative accommodation for incoming guests (which could be substantially higher). 

Whilst guests at Sproxton Hall Cottages you and your party must comply with all government and public authority guidance and requirements, and act responsibly to protect yourself and others, including but not limited to social distancing, using the hand sanitiser supplied (or your own) whenever arriving and departing your cottage, and complying with other reasonable requests to minimise the risk to us (as owners living on site and cleaners) including some additional steps at the end of your stay – e.g. stripping bedding and placing it in the bags provided, emptying bins. We provide some additional cleaning materials within the cottage.

Liability

You must take all necessary steps to safeguard yourselves and your property.  As far as the law allows, Sproxton Hall Cottages, its owners, employees and representatives shall not be liable to you or your party for loss, damage or injury to you or any of your party or your/their property or vehicles as a consequence of this contract or the occupancy of a cottage, use of our gardens, grounds and car parking areas.  You agree to indemnify Sproxton Hall Cottages against loss, damage or injury sustained to the property or any persons as a result of any breach of these conditions or arising from the fault of you or any member of your party, including damage or injury caused by your dogs. 

Privacy statement

When you book with us we collect your personal data via our booking form as we have a legitimate interest in these details under Article 6(b) of the GDPR 2018 in order to complete bookings, organise your holiday and prepare financial returns. We use your data in order that we can contact you in respect of your holiday and ensure that the cottage is set up for the appropriate number of guests and pets. We will hold your booking information within the SuperControl booking system, which has its own privacy policy and statements. We will not share your data with any other third parties and we will not send you marketing emails without your consent which you may retract at any point by emailing info@sproxtonhallcottages. For the purposes of demonstrating to the UK tax authorities the legitimacy of our bookings and income, we will store your data for 7 years.

For security purposes we have CCTV in operation in the parking, driveway and courtyard areas.

Variation to Booking Terms and Conditions

In these ever changing and difficult times we reserve the right to vary these Terms and Conditions to respond to changing national, regional or local circumstances, restrictions or concerns.  These changes may occur after booking and will be reasonable in the circumstances.  You will have the option to cancel for a full refund and this will be the limit of our liability to you.  If any of these terms and conditions is found to be illegal or unenforceable in English Law, that provision will be deleted without impacting on the validity of the remaining terms and conditions.

Security Deposits

You are responsible for the cottage during your stay and are expected to take all reasonable care of the cottage, its contents and decoration.  When you arrive, you will have a good opportunity to check that you are happy with the condition of the cottage, and to let us know of any concerns.  Before the end of your stay we prefer guests to be honest with us about any damage, and in many cases would not expect payment – we know that accidents can happen.  Routine cleaning is included within the price for your holiday.  Unfortunately due to the level of damage and additional cleaning needed following some stays during 2021 we have introduced security deposits for new bookings in 2022. 

Prior to your stay we will pre-authorise your debit or credit card. This means that a hold is put on the amount but the money stays in your account.  A pre-authorisation is a temporary hold of a specific amount of the available balance on a credit or debit card that is provided upon booking. The pre-authorisation is not a charge and no funds have been debited from your account. 

If you book online or via an online travel agent, we use HolidayRentPayment as our payment processor and they will process the security deposit pre-authorisation. You may receive an automated notification to say that your account has been debited; this is misleading/incorrect so please check your bank statement for reassurance. If you pay via BACs bank transfer we will contact you to arrange the deposit.  Card details will be stored securely on our booking system, SuperControl.

At the end of your stay, we will check that the cottage has been left in a reasonably clean and tidy condition, with no damage or breakage (beyond reasonable wear and tear).  You agree to pay us extra for any damages, breakages, missing items and extra cleaning resulting from your stay.  We will not charge for wear and tear, and we expect to clean thoroughly after your stay and will only charge for our extra time cleaning, for example if the cottage is left dirty and untidy (e.g. unwashed crockery) or there are stubborn stains (e.g. suntan lotion on bath towels, soiled bedding), pervasive smells, and excessive traces of pets. 

If all is in order, the pre-authorisation is cancelled.  If there is damage or the cottage requires additional cleaning, we will contact you with the details, including notification of the charge.  Please note that the security deposit may not be sufficient to cover the costs and you are legally bound to reimburse us for meeting any additional costs of replacement or repair and we will invoice you for the difference which you must pay within 14 days.

Our time is charged at £15 per hour and anything we have to buy or use is charged at cost. If you bring a dog(s) into the cottage you agree to clean up thoroughly after your pets in the cottage and the grounds; if the cottage requires additional cleaning or if dogs have been in the bedrooms, or on an uncovered sofa/chair, we will charge a fee to cover the cost.