Fythwyrdd Holiday Cottage Reservations/Bookings Terms & Conditions

Conditions of Hiring & Cancellations

Reservations/bookings of accommodation are accepted subject to the following Conditions of Hire.

1. Contract.

The Contract of Hire shall be between the Hirer and the Proprietor (Harriet Green). The hiring is for holiday purposes only.

2. Payment.

For a booking made more than 8 weeks before your holiday commences a deposit of 30% of the total rental at the time of booking is required.  The balance* is then due 8 weeks prior to the holiday starting date.  Bookings made within 8 weeks of your holiday date must be paid for in full at the time of booking (including any additional charges for pets and cleaning).

All payments must be made in £ sterling by PayPal or bank transfer.

[*If any balance payment due in relation to your booking is not paid by the appropriate date, it may be assumed that you wish to cancel your booking.  In this instance, we will be entitled to keep any deposit/monies paid to cover possible loss of revenue.]

3. Booking.

All bookings are at the Owner’s discretion. Family groups accepted, non-family groups will be accepted at the Owners discretion. The person making the booking must be over 18, is responsible for the rental payment(s), and is deemed to be authorised to act on behalf of the other members of the party who have agreed to these terms & conditions. Making the booking constitutes agreement to our Terms & Conditions.

4. Sleeping Capacity.

The normal configuration of adult sized beds in the cottage is 1 x double bed (Bedroom 1), 1 x single and 2 x singles as bunks (Bedroom 2) & 1 x double bed settee (Living Room). Accordingly the cottage will accommodate 7 adults or combination of adults and children. Any person using the top bunk does so at their own risk, or if it is a child under 18, it will be at the responsibility of their legal guardian. A travel cot (and high chair) is also available for use for an infant - please advise at booking if this is required.

Maximum party size at the property must not be exceeded. Any breach of this condition will result in admission being refused or immediate expulsion without compensation for lost rent. Unless otherwise agreed, the Hirer may not have more than 2 visitors at the property at any one time who must depart by 11pm. This condition may only be varied by express written permission of the Owner, obtained in advance.

5. Singles Party Reservations, Extended Holiday Rental Periods and Christmas/New Year bookings.

Where non-family bookings, extended holiday rental periods (i.e. holiday rental periods in excess of 2 weeks) or bookings over Christmas/New Year are accepted, a security deposit of £50 per adult per week must be forwarded with the deposit, refundable after satisfactory inspection.

6. Availability.

The Hiring Contract is made on the understanding that the property, and its facilities as advertised, will be available for the dates stated. In the unlikely event that the property is not available through events arising out of our control then we may be forced to cancel the booking. The hirer will be advised of any such circumstances as early as possible and monies will be refunded in full. Owner liability is limited to the total value of rents received from the Hirer.

7. Occupation times.

Tenancies commence after 6pm on the commencement date of the tenancy, and terminate at 10am on the termination date to allow sufficient time for cleaning and ventilating the property in readiness for the next clients’ arrival. An email will be sent a week before arrival date to give arrival instructions and any pertinent information necessary.

8. Damage.

All bookings are accepted on the condition that the property is left clean and tidy and breakage and/or damage will be paid for by the person who made the booking, prior to departure from the cottage. The Hirer will be held accountable for any such breakages/damage, missing items and extra cleaning (time taken in excess of the normal turn-around) and this would include dealing with the following:

  • Dirty dishes.
  • Cooker/hob/oven with grease/fat/burned on food.
  • Furniture, if moved from its original position, not put back into its original position.
  • Excessive quantities of rubbish requiring disposal.

9. Access.

The Property Owner or his/her representatives shall be allowed access to the holiday accommodation at any reasonable time during any holiday occupancy for urgent works, minor repairs, maintaining the drive/garden areas and electricity meter reading.

  • Access Statement.  The property is accessed via a farm track which is suitable for a standard car.  Parking will be available for up to a maximum of 2 cars on the driveway situated on the opposite side of the farm track to the cottage.  Further parking is on the road where available.  The property is not adapted for wheelchair users or those with restricted mobility either internally or externally.
  • It is the hirer’s responsibility to check that the property is suitable for their individual needs at the time of booking. If in doubt please write/email stating your enquiry for clarification.

10. Pets.

Well behaved dogs are welcome. There is normally an extra charge of £20 per pet per week or short break but this charge may be waived under occasional 'special offers'. In making this service available we are relying on you to respond by keeping your pet under strict control at all times. The Owner accepts no liability for the health or behaviour of any dog(s).

Please bring your own pet bed/basket/cage for the dog(s) to sleep in and do not allow your dog(s) on furniture, into bedrooms, bathroom or carpeted areas.  The bath/shower must not be used for dog washing.  Please ensure that any dog fouling is cleared up and disposed of responsibly.  A pet must not be left unattended in the property at any time.  Hirers will be liable for any damage caused by pets.

11. Linen.

The cottage is equipped with hypo-allergenic duvets and pillows, and bed linen for all fixed beds. If the Hirer wishes to use the sofa bed in the living room or the travel cot they must provide their own bedding and linen for these.  The hirer will need to bring their own towels, bath mat and tea towels. Any used linen, NOT including pillow protectors and mattress protectors, must be stripped from the bed(s) and left in the bathroom in the laundry bag(s) provided at the end of the tenancy.

12. Smoking.

Smoking is not permitted anywhere inside or behind the property. Please ensure that all cigarette butts are disposed of responsibly.

13. Motor Car and Personal Belongings.

Baggage and personal belongings are at the Hirer’s risk at all times, and no responsibility can be accepted for loss of or damage to any vehicle or its contents.

14. Cancellations.

If you have to cancel your reservation you must telephone on 01935 815575 or 07789 911891, or email enquiries@fythwyrdd.co.uk as soon as the reason for cancellation occurs.

The day we receive your telephone or email notification of cancellation is the date on which your reservation is cancelled. Deposits are not refundable unless cancellation is made within 21 days of making booking. For holiday periods other than Christmas & New Year the amount of balance payable is as set out in Chart A below.

Depending on your reason for cancellation, you may receive a refund of all money you have paid to us for your booking (apart from booking fees and, if applicable, any credit-card charges incurred by the proprietor arising from your credit card payment). We will also keep a cancellation administration fee of £55 for each week or part of a week per booking. The conditions for getting a refund referred to above only apply if the cancellation applies to all members of your party. All prices are for the whole property and not on a per person basis.

Under your contract with the proprietor, to qualify for a refund you must have one of the following reasons and you may be asked to send evidence.

  • Illness or pregnancy (we will need to see medical evidence that you or a member of the party is unfit to travel).
  • Death.
  • Redundancy (as long as the employment has been a continuous with the same employer for at least two years).
  • Jury or witness service (in a court of law).
  • Illness or death of a close relative (a close relative is defined as a husband, wife, civil partner, fiancé, son or daughter, son-in-law or daughter-in-law, parent, mother-in-law or father-in-law, grandparent, sister or brother).
  • Your home is damaged and cannot be lived in because of fire, storm, flood, subsidence or malicious damage.
  • The police have asked you to stay at home, following a burglary at your home or place of business, during the period of your holiday or within the seven days before this.
  • Travel has been restricted due to Covid-19 (Lockdown).
  • You are in HM Forces and are posted unexpectedly or have leave cancelled if you are in the police (unless you can recover the cost of the lost booking from another source).
  • You are placed in quarantine. Please note that the relevant of the above reasons must have arisen after you made your booking and must not have been within your knowledge at the time of your booking. In the cases above we may ask you to fill in a booking cancellation form which may need signing by a medical practitioner or employer. We may also need you to give us more information/evidence from other people (we will tell you at the time).

If the reason for cancellation does not fall within one of those given in the bullet list above, for example, you do not want to travel, your leave is cancelled by your employer (other than HM Forces or the Police) and so on, you will have to pay a cancellation charge based on the number of days before the arrival date at the property that we receive notice as shown in the following table.  This means that if you have paid the balance of your total holiday cost and then have to, or want to cancel, you may receive a refund of part of the cost. However, if you have not paid your total holiday cost, including any booking fee and other costs by the time of your cancellation, you may have to make a further payment to cover the cancellation charge. For the purpose of the table below; total cost means the total cost of the accommodation booking, including any extra items. You will still have to pay any booking fees and administration fees for making any changes.

In addition, the following reasons for cancellation do not qualify for a refund as set out above:

  • Suicide or attempted suicide, deliberate self-injury, the effect of alcohol or drugs, or any other reason which is not specifically referred to.

If you have already paid booking fees, credit card charges and administration fees, we will not refund these if you cancel.

Cancellation charges:

Number of days - Cancellation notice given before the booked arrival date Cancellation charge (plus any/all booking fees, credit-card charges or administration fees, re-advertising costs, plus any inducements/discounts/special offers/concessions deemed necessary to re-let the property eg: as a last minute deal etc).
More than 56 days Full deposit (including any balance of the deposit due)
29 to 56 days 50% of the total cost or full deposit (including any balance of deposit due), whichever is greater
15 to 28 days 75% of total rental cost
14 days or less 100% of total rental cost


i. If we are advised by the Hirer within 21 days of making the booking (excluding bookings made within 10 weeks of arrival date, Christmas & New Year), the deposit may be refunded less £55 and booking fee of £20 (see bullet list above for justified reasons).

ii. If the balance of the rent is not received 8 weeks before the first day of the holiday, it will be assume cancellation & any deposit will be retained*. NB: THE HIRER IS STILL LIABLE FOR THE BALANCE OF THE RENT (see Chart A above).

iii. If your cancellation occurs within 10 weeks of the booked date of commencement of the holiday, no refunds will be made. However, we retain the right to consider making refunds in exceptional cases (see above bullet list of justified reasons) at our discretion, and, in such cases as we deem appropriate, we will attempt to re-let the booked holiday period and, if successful, deduct £55 and booking fee of £20 (as item (i) above) plus additional advertising, re-let discounts, price reductions, inducements & other costs before making any refund.

iv. The rental charge does not include cancellation insurance so please make your own arrangements should you require this.

v. Christmas & New Year bookings are deemed non-refundable after reservation has been confirmed & weeks marked as 'unavailable' or 'booked' on the availability calendar unless a suitable re-let of the property can be arranged.

[* Non Refundable]

15. Complaints Procedure.

In the unfortunate situation where there is a complaint would you please contact us as soon as possible and we will endeavour to rectify the problem immediately. In no circumstances will complaints be entertained once the holiday has ended.

16. Advertisement.

We take every care to ensure the accuracy of property descriptions. All information is given in good faith and believed correct.  We cannot accept liability for happenings outside reasonable control, such as breakdown of domestic appliances, plumbing, wiring, invasion of pests, damage resulting from exceptional weather conditions, but we will do everything in our power to rectify the problems as soon as it is possible. If the Hirer is not satisfied with some aspect, please contact the Owner immediately  Neither can we accept any liability for changes to (or withdrawal of) specified amenities/third party venues in the local area mentioned in advertisement descriptions, such as sports facilities, clubs and restaurants.

17. Possession.

The hirer shall not part with possession of the property or share it, except with members of the party as advised.

18. Termination of contract.

We reserve the right to terminate the hire without notice and without refund for a breach of these conditions.

19. Covid-19.

Prior to arrival - If any members of the party are showing symptoms of Covid-19 or have been in contact with anyone who has tested positive with Covid-19 in the 2 weeks prior to the start of the booking, then you must stay home and isolate there. Do not travel.

During your stay – If any members of the party show symptoms during your stay, please notify us immediately, arrange for a test either online at www.nhs.uk/coronavirus or by calling 119. If the test is positive, then please return home immediately, DO NOT ISOLATE IN THE PROPERTY. If any member of the party becomes so unwell they are unable to travel then they will be liable for the cost of the duration of their stay and also for costs for any future guests who may be affected.

After your departure – If any members of the party test positive within 7 days of your stay, please notify us immediately.