Booking Terms and Conditions - Golf Open 2020

The following terms and conditions set out the basis of your contract with Hawthorn Farm Cottages, Hawthorn Farm, Corner Drove, Ware, Ash, Canterbury CT3 2LU.

Reservations of one or more cottages at Hawthorn Farm are made on the following conditions:

1. BOOKING PERIOD - The minimum booking period during the Golf Open Championship is 10 nights from Friday 10th July to Monday 20th July 2020. If you decide to cut your holiday short for any reason, we will not be able to refund any of the rental fee.

2. CONTRACT OF HIRE - The hiring contract will be between "you" the Hirer and "us" the Owners of Hawthorn Farm Cottages and shall be deemed to be made subject to these Terms and Conditions and governed by English Law. All bookings and offers of bookings are subject to availability and confirmation. A booking acknowledgement email from us does not in itself form your contract with Hawthorn Farm Cottages. The Contract of Hire is only effective once you receive written confirmation of the booking following receipt of the required deposit. The contract is for the hire of the property for holiday purposes only. The property cannot be used for any commercial purposes, nor sublet or assigned to anyone not accepted by us as a party member.

3. GUESTS - The lead guest must be over 21 years of age at the time of booking. We are unable to take bookings from student groups, hen or stag parties. Should there be any specific health or mobility difficulties which may affect a party member; this must be pointed out at the initial reservation stage so that the suitability of the cottage can be assessed and confirmed.

4. BOOKING FEE - Bookings for holiday accommodation during the Golf Open can only be made directly with Hawthorn Farm Cottages, and so you will not be charged a separate booking fee.

5. INITIAL PAYMENT - Bookings will be confirmed upon receipt by us of the required 30% non-refundable deposit payment of the cottage rental, plus any additional charges such as pets or any optional extras requested at the time of booking. If the booking is made after 10th JANUARY 2020, the full accommodation rental will be required at the time of booking. Deposits can be paid by card, cheque, or by BACs.

6. BALANCE PAYMENT - The Balance will be due BY 10th JANUARY 2020. On receipt of the Balance Payment, confirmation of the booking, together with key collection/welcome arrangements and directions to the property will be sent to the Hirer. We reserve the right to cancel a booking for accommodation during the Golf Open where full payment has not been received BY 10th JANUARY 2020. In the event of a cancellation, we will be entitled to keep all of the deposit you have paid and to re-market the cottage.

7. METHOD OF PAYMENT - There is no charge for Debit/Credit Card payments, including American Express. Cheques should be made payable to Hawthorn Farm Cottages. Post-dated cheques cannot be accepted. Any charges raised against us by your bank for handling dishonoured cheques, bank transfers or any other payments will be passed on to you and you will be liable to reimburse us in respect of such charges within 7 days. We regret that any charges incurred in handling payments from overseas will be passed on to you.

If any payment made to us is not honoured, a £20 administration charge will be levied. In the event of a booking not being accepted by us, all fees paid will be refunded.

8. VALUE ADDED TAX - Hawthorn Farm Cottages is not a VAT registered business, and so there is no VAT included in the rental price.

9. CONFIRMATION OF BOOKING - Once we have issued a Confirmation of Booking, you are responsible for the total published price of the property and any extras as shown on the confirmation. Significant amendments to your booking, where applicable, will be subject to an administration fee of £50. We reserve the right to adjust prices quoted in our leaflets, on our website or on details to properties, due to errors or omissions or changes to our VAT status.

10. CANCELLATIONS AND CHANGES - If you need to cancel your booking, the lead guest must notify us immediately by telephone, and also in writing. The day we receive your notice to cancel is the date on which we will cancel your booking. If cancellation is made on or after 15th May 2020 NO REFUND will be provided. If cancellation is received before 15th May 2020, we will refund the full amount paid, less the 30% deposit and a £100 administration fee.

11. AMENITIES - The rental fee includes heating, water and electricity (subject to fair use), use of bed linen and towels, and shared use of the field behind the cottages. Although we have made every effort to provide our guests with a high quality Internet connection, because our rural location occasionally affects the availability/quality of service, we cannot accept responsibility or liability for any consequential losses or inconvenience caused by poor Internet reception. The use of accommodation and amenities at Hawthorn Farm is entirely at your own risk, However, we will take every precaution to ensure that all facilities are maintained to advised safety standards. The owners shall not be liable to the client for any temporary defect to any equipment, garden or other appliances or for any loss which is the result of matters outside of the owners' control.

If you intend to bring and use any electrical equipment in the cottage (except for hairdryers, laptops etc) then you will need our express permission beforehand. We reserve the right to make a charge for the use of any electrical items that consume large amounts of electricity.

12. ACCESS AND PARKING - We have plenty of car parking space for one car per cottage, however if you have a large vehicle or if you are planning to come in two or more cars, then you will need to let us know in advance. You may need to park a larger vehicle or a second car on a firm but "off road" area, rather on our gravelled parking area. Access to Hawthorn Farm is via Corner Drove, which is a farm track. Although we aim to keep it in a state of good repair, it may be unsuitable for low slung vehicles.

13. PERSONAL SAFETY - It is the responsibility of the lead guest to keep all the guests in their party safe. All cottages have a smoke alarm, powder fire extinguisher, fire blanket and first aid kit which you should make sure to locate on arrival. Please let us know of anything that you have used and that will need to be replaced before the next guests arrive. Please do not light any candles, ignite any flames inside the cottage as these create a fire hazard and may invalidate our insurance. If you feel that any of the furniture, equipment or facilities in the cottage are unsafe in any way, please inform us immediately so we can rectify the problem. Please note that there is a part-fenced pond within the owners' private garden, and there are two donkeys in the Farm's fenced off paddock, so young children will need to be supervised whenever in the vicinity of the livestock or the pond.

Hawthorn Farm Cottages shall have no liability for any death or personal injury unless it results from the negligence of Hawthorn Farm Cottages owners or employees. (Providing they were at the time acting in the course of their employment.) In addition, the owners accept no responsibility for the safety of, or the loss or damage to the guests’ possessions whilst in the cottages or Hawthorn Farm grounds, unless the damage or loss is caused by the negligence of Hawthorn Farm Cottages owners or employees.

14. FARM ANIMALS - All guests are requested to respect the resident (domesticated and wild) animals at Hawthorn Farm, including our two donkeys, rescue cats and pond fish. Although it may be tempting, please DO NOT feed the wildlife or donkeys unless you are given something to feed to them by a member of the Hawthorn Farm team.

15. PARTY NUMBERS - You must not exceed the occupancy for the cottage/s you have booked without written agreement from us.  You may not allow anyone to stay in the cottage who has not been included in the booking form. Nor are you entitled to change the composition of the party radically without notifying us in advance. If you breach any of these rules, we are entitled to refuse you entry, in which case the booking will be treated as cancelled, with no refund due, and no liability on us to provide you with alternative accommodation. The person who completes the booking (the lead guest), certifies that he or she is authorised to agree to the Booking Conditions on behalf of all members of the party, including any changes. The lead guest must be over 21 years old, and a member of the party occupying the cottage(s). The lead guest agrees to take responsibility for all members of the party. We reserve the right to refuse or revoke any bookings from parties that may in our opinion (and at our sole discretion) be unsuitable for the property concerned. If this were to be the case, we are under no obligation to find alternative accommodation for you or your party.

16. PETS - Any requests for bringing pets with you to Hawthorn Farm must be made at the time of booking. Please bring all your own pet bedding and towels as required. No other visiting pets may be taken into the property unless they have been booked-in with us and confirmed in writing to you. As some of our guests are non-pet owners or have allergies, pets are only permitted at Hawthorn Farm Cottages with our prior consent and confirmed in writing to you. Dogs are welcome to stay at Hawthorn Farm Cottages on the proviso that they are kept under control (on a lead when in the Farm grounds) and that you immediately clear up after them. Pets are not permitted on any furniture, and we cannot accept responsibility for their safety. You are requested not to leave pets unsupervised at any time - especially inside the cottage, as this can result in considerable damage to the property - not to mention distress to the pet!

Registered guide dogs are allowed in all the cottages at Hawthorn Farm, but you will need to inform us at the time of booking if you are bringing a guide dog with you.

17. YOUR RESPONSIBILITIES - For the whole of the period included within your booking, you will be responsible for the property and will be expected to take all reasonable care of it in such a way as to minimise unnecessary damage to the building or contents. For example, condensation can be caused if you do not allow adequate ventilation whilst cooking or showering. This can very quickly lead to mould on windows, walls and soft furnishings, which can be expensive to put right. Please help us to conserve water and protect our sensitive sewage systems by being mindful of the number of baths/showers you have, and by not flushing anything down the drains other than water, human waste and mild detergents. All food waste, including cooking fats should be put in the food recycling caddy. Sanitary products/nappies and even “flushable” wipes should be sealed in a bag and placed in the general waste bin.

Enough bed linen and towels are provided according to the number of people in your party/booking. Cottage towels are not to be removed from the property. Beds will be made daily, but linen will not be changed unless otherwise agreed. You are requested to respect the holiday cottage and your neighbours, and not disturb or cause offence in any way. The property and all equipment and utensils must be left clean and tidy at the end of the hire period, and specific instructions followed regarding the return of bedding and towels, emptying of bins etc. At no time should a pet be left alone unsupervised at the property. The property must be vacated by 10am on the day of departure.

18. DAMAGES DEPOSIT – A Refundable Damages Deposit of £500 per cottage is required and payment should be made together with the Balance Payment. Deposits will be refunded 7 days following occupancy minus any damages or additional costs. Any charges incurred in refunding deposits to overseas accounts will be passed on to you.

18. DAMAGES - All damages and breakages are the legal responsibility of you, the Hirer, and should be notified to us before the end of your stay. The cost of damage or breakages shall be deducted from your damages deposit and/or charged to you as necessary. Normally, minor damage or breakages will not be charged but in circumstances where extra cleaning is required or there has been breakage or damage beyond what is reasonably to be expected, we reserve the right to charge you for any additional costs incurred as a consequence and may, at our discretion, refuse further bookings. Should you find on arrival any damaged or non-working items, they must be reported to us immediately, so that matters can be rectified. We have the right to enter the property (without prior notice if this is not practical or possible) if special circumstances or emergencies arise (for example if repairs need to be carried out). We reserve the right to repossess the Cottage at any time, where you or any member of your party has caused damage. We shall not be liable to make a refund of any remaining portion of the hire terms paid.

19. COMPLAINTS - Whilst we make every effort to ensure that you have an enjoyable stay at Hawthorn Farm, things can from time to time go wrong. In the rare event that you discover a defect or a breakdown in your cottage, or if you're unhappy with any other aspect of your holiday, then please notify us immediately. This will enable us to make an on-the-spot investigation if necessary, and can take remedial action if needed. Under no circumstances will we be able compensate for complaints raised after the end of your holiday at Hawthorn Farm Cottages, or if you deny us the opportunity to investigate the complaint and endeavour to put things right during your holiday. If you are unhappy with way any problem has been handled/resolved, then you must put a complaint to us in writing within 30 days of the end of your holiday. We will then attempt to resolve the outstanding complaint without prejudice.

20. INFORMATION - Please be assured that we make every effort to make sure that the information provided is presented accurately on the Hawthorn Farm Cottages website, on other third party websites, and in any other promotional material we may use. However, we reserve the right to change/modify the layout and facilities where we feel that this would enhance our cottages. Sometimes changes to services or facilities at our cottages may occur after bookings have been made. If this is the case, we will endeavour to let you know as soon as possible if the changes are likely to materially affect your holiday experience. Errors do occasionally occur, so you must check all the details and arrangements with us at the time of booking. In addition, whilst we describe properties as non-smoking or no pets, this cannot be guaranteed. The description of a cottage shows the amenities it has, but generally does not state what is not in the property. We cannot accept liability for happenings outside our reasonable control, such as breakdown of domestic appliances, plumbing, wiring, temporary invasion of pests, damage resulting from exceptional weather conditions resulting in loss, injury or accident.

21. LEGAL - In the event of any dispute between parties it shall be governed by the jurisdiction of the English courts only and any actions shall be heard in the court for the area in which the property is located unless otherwise agreed between the parties. However, it is hereby agreed and declared that all reasonable endeavours will be used to resolve the dispute arising between us without immediate recourse to litigation. If not mutually resolved, it is further agreed that all reasonable endeavours will be used to resolve the dispute by a formally recognised alternative dispute resolution process of mediation, arbitration or expert determination. In default of such agreement, the process and appointment of the independent professional will be determined by the President for the time being of the Law Society or the Chartered Institute of Arbitrators. In either case, all parties will contribute equally to the expense of such process, and, in default these expenses shall be capable of being recovered in any subsequent litigation.

22. AVAILABILITY - The Hiring Contract is made on the understanding that the cottage and its facilities as published will be available for the dates stated. If for any reason your chosen cottage becomes unavailable on the dates you have booked (such as the cottage being unsuitable for letting) then all rent and charges paid in advance by you will be refunded in full. In the unlikely event of non-availability, you shall have no further claim against Hawthorn Farm Cottages. You will be advised as early as possible and where possible, we will offer suitable alternative accommodation in one of our other cottages, which, if not acceptable, will entitle you to a refund of all monies due.

23. CONFIDENTIALITY - In order to process your booking, we will need you to provide certain information about yourself and the guests in your party. We may use names, addresses and email addresses for sending you future promotional or marketing literature, however we guarantee that any information will remain confidential to us and is protected under the Data Protection Act 1998. Any personal information and details collected by us will not be passed on to a third party unless it is to one of our representatives in relation to looking after your specific holiday booking.

24. ACTS OF GOD - Both we and the holidaymakers will not be liable for our respective obligations under this agreement in circumstances amounting to Acts of God. An Act of God means any unusual and unforeseeable events beyond our control, including but not restricted to war, threat of war, civil strife, natural or nuclear disaster, fire, epidemics, terrorist activity, governmental action, acts of God. Holidaymakers and Hawthorn Farm Cottages shall only be able to rely on Acts of God after taking all practical steps to remedy the cause of Acts of God.

These Booking Conditions only apply to bookings for the Golf Open 2020.