3      Cancellation Policy

3.1  If You choose to cancel an accepted and confirmed Booking for any reason You must notify Luxury Cotswold Retreats in writing to info@luxurycotswoldretreats.com as soon as possible.

3.2  In the event that We receive a cancellation notice regarding your Booking, there will be a cancellation charge. The amount payable will depend on how much notice you give us before the start of your Rental Period. The cancellation payment amount is set out as follows:

Notice given prior to Percentage of total
Rental Period start date Booking Fees payable

0 - 13 days 100%
14 - 27 days 75%
28 - 55 days 60%
56 + days Deposit only

(Please note: any balance remaining after cancellation charges have been paid will be refunded)

3.3 Luxury Cotswold Retreats recommends that You take out cancellation insurance in relation to your booking.

3.4 The Owner of the Selected Property reserves the right to retain sums received from You in accordance with condition 3.5

3.5  If You have an accepted Booking and your Selected Property become unavailable or unusable for any reason before the start of the Rental Period, Luxury Cotswold Retreats will endeavour to find a suitable alternative Property from our portfolio.  If an alternative Property is not available, Luxury Cotswold Retreats will reimburse any funds received from You in respect of that Booking.

3.6  If You agree to stay in an alternative Property, You will be sent a new confirmation email with details of the new Selected Property, any alterations to the Rental Fees (if applicable) and Rental Period. Your previous Property Agreement shall be terminated and You will then be subject to the Property Agreement with the Owner of the new Selected Property. Your new Property Agreement will incorporate these Terms and You shall be liable to make any extra payments in accordance with these Terms.  Any extra payment amounts will be explained to You by a member of the team and details will be included in your new confirmation email.

4      Rental Duration

4.1  The Rental Period begins (unless otherwise notified to you as set out below) as follows:

• Silk Mill House, Pear Tree Cottage and The Laurels
  Rental Period begins at 4pm on your arrival date
  Rental Period ends at 10am on your departure date

• Siskin, Linnet, Lapwing, Middle Rose, Walnut Cottage
  Rental Period begins at 3pm on your arrival date
  Rental Period ends at 11am on your departure date

Your official departure time will be sent to you via email at the time of Booking.

4.2  The maximum Rental Period is 4 weeks unless otherwise notified in writing by Luxury Cotswold Retreats.

4.3  The Rental Period cannot be exceeded by You unless Luxury Cotswold Retreats have given written consent. Luxury Cotswold Retreats reserves the right to charge You for costs of any nature incurred due to unauthorised Rental Period extension.

4.4  Some of our Properties may be available for a later departure time during certain times of year. This is at Luxury Cotswold Retreats’ discretion and requires supplementary payment.  Please contact us before the start of your Rental Period for more information.

4.5  Luxury Cotswold Retreats will notify You once You have completed payment of the Rental Fee in full. Where requested, We will also notify You if a late departure is available and the fee.

4.6  If your stay extends beyond the agreed Rental Period in condition 4.1, or another agreed period as agreed under conditions 4.4 or 4.5 You may be subject to charges for any additional time. These charges are based on the relevant daily rate for your Selected Property (such daily rate is available on request).

5      Altering a Booking 

5.1  Should You request to change the Rental Period after it has already been confirmed and accepted by us, We will always attempt to accommodate your new dates, but We are under no obligation to do so. 

Such requests will only be accepted if:

-       The Selected Property is available for the new requested Rental Period.

-       If You agree to pay any monetary rates due in respect of any higher prices for the Selected Property on the new dates.

6      Property Descriptions

6.1 We endeavour to provide You with as much information as possible regarding the Selected Property. However please note that due to our ties to the interior design industry We do occasionally replace items of furniture or other cosmetic items. This may not always be represented in the images You see in the brochure or the Website.

7      Pets

7.1  Dogs are welcome in many of our Properties. For specific details please visit the facilities section of your Selected Property’s page on our Website or contact us directly. A small selection of our Properties will accept more than one well behaved dog upon request only. You should check your Selected Property’s details and let us know that You wish to bring a dog or dogs at the time of Booking so that Luxury Cotswold Retreats can confirm if We can accommodate your dog or dogs.

7.2  Registered guide and hearing dogs belonging to You or your guests with visual or hearing impairments are allowed in all Properties at no extra charge. This also applies to Properties that do not usually allow dogs.

7.3  Your dog or dogs must be controlled and supervised at all times whilst in the Selected Property and grounds. You agree to never leave your dog or dogs unattended at the Property.

7.4  Dogs are not allowed in bedrooms or on any of the Property’s furniture. You are therefore advised to bring a dog bed with you.

7.5  Guests with allergies should be aware that Luxury Cotswold Retreats or the Property Owner cannot guarantee that there have been no animals present at your Selected Property. Subject to condition 13.3, neither Luxury Cotswold Retreats or the Owner of the Property accept any liability for any suffering which occurs as a result of pets having previously been present.

8      Property Use

8.1  You agree that the number of people staying in your Selected Property will not surpass the maximum number specified on our Website. In addition to this number, infants (children under 2 years of age on the Arrival Date) may also stay if sleeping in a cot. Subject to the below, the maximum number of infants permitted in each Property is equal to the number of bedrooms in your Selected Property. Each individual Property may have a lower maximum number of infants; subject to the Owner’s preference or insurance. Please see your Selected Property’s facilities section on our Website for the maximum number of infants permitted.

8.2  You agree that your Selected Property will be used for personal and domestic purposes only.

8.3  You agree that your Selected Property will not be used for any commercial purposes without the written consent of Luxury Cotswold Retreats.

8.4  You agree that your Selected Property will not be used for any activity or in any way that causes a nuisance or annoyance to neighbours of the Property.

8.5  You and your guests will comply with any reasonable regulations relating to the Selected Property or the site on which your Selected Property is situated. Regulations will be communicated to You upon or preceding your arrival.

8.6  Smoking of any kind is not permitted within any Property offered by Luxury Cotswold Retreats.

9      Guest Obligations

9.1  You agree to keep your Selected Property and its contents in the same condition and repair as found on your arrival and shall be responsible to ensure your guests will also take such care of the Property and its contents.

9.2  If damages occur to the Property or its contents during your stay, You agree to pay Luxury Cotswold Retreats (acting on behalf of the Owner) any reasonable costs incurred in repairing any loss or damage as further set out below.   If We or the Owner become aware of any evidence that You are in breach of this condition 9, You will be in breach of these Terms and may lose your Security Deposit (as set out in condition 2 and also below) and/or receive an invoice for any damage, additional housekeeping and cleaning expenses or loss suffered as a result of the breach.

9.3  Subject to condition 2.2, where a Security Deposit has been paid:

(i) The value of the Security Deposit payable in respect of the Selected Property is £1,000

(ii) The Security Deposit will be payable at the time of Booking.

(iii)  We will report any issues with the Selected Property within 2 Business Days from the end of the Rental Period and, where:

 (a) no issue is reported, We will refund the Security Deposit to you; or

(b)  there is an issue, then We notify You of the amount to be retained and the amount to be returned or any further charges for which You will be required to pay. Where an amount has been retained for noise disturbance the monies will be donated by Luxury Cotswold Retreats to the local community or local charities.

9.4  You agree to comply with all instructions in regard to the use of the Selected Property and its appliances, fixtures and fittings as notified to You by Luxury Cotswold Retreats or the Owner.

9.5  You must ensure that your Selected Property is left in a clean and tidy condition on your departure at the end of the Rental Period (this includes cleaning up after dogs which you or your guests have brought onto the Selected Property) Luxury Cotswold Retreats may charge You for any reasonable cost for additional cleaning if this is considered necessary.

9.6  For your own safety, You agree to consider escape options and familiarise yourself with your surroundings and safety equipment. Further information can be found in the information booklet in the Property or at the bottom of this page in the ‘Notes for Guests’ section.

10   Breach of Contract

10.1        Luxury Cotswold Retreats reserve the right to refuse Bookings from the following:

-       Groups of people under the age of 25

-       Stag or Hen parties (all male or all female bookings)

10.2        You must inform Luxury Cotswold Retreats at the time of Booking if your party falls under either of the categories stated in condition 10.1.

10.3        Luxury Cotswold Retreats reserve the right to terminate a contract if You or your guests do not adhere to these Terms and including the Property Agreement.  Therefore, We may ask You and your guests to leave the Selected Property immediately if it is considered necessary by either the Owner or Luxury Cotswold Retreats. You could be asked to vacate the Selected Property as a result of You or your group’s behaviour or any other material breach of these Terms.

10.4        In the event that your Booking and Property Agreement is terminated (subject to condition 10.3), the Owner or Luxury Cotswold Retreats reserves the right to not refund any part of the Rental Fee to You in respect of a shortened Rental Period.

11   Right of Entry 

11.1        At any reasonable time, Luxury Cotswold Retreats and, or the Owner has the right to enter your Selected Property. In emergency circumstances, immediate access may be necessary. In the event of inspections, or required maintenance and repair works, Luxury Cotswold Retreats or the Owner may have immediate access but will endeavour to notify You where possible.

12   Force Majeure

12.1        Force Majeure refers to unforeseeable circumstances that prevent us from fulfilment of a rental contract. Luxury Cotswold Retreats or the Owner will not be liable for any act or omission beyond our reasonable control (including severe weather conditions) that may prevent your rental Booking from going ahead. Should We become aware of such circumstances, We will notify You as soon as reasonably possible.

12.2. For information regarding Covid-19, our practices and how your booking may be affected, please visit our Covid-19 Statement page.

13   Liability

13.1        Nothing in these Terms shall limit or exclude the liability of the Owner or Luxury Cotswold Retreats for death or personal injury resulting from its negligence or for fraudulent misrepresentation or for any liability which cannot be excluded by law.

13.2         Subject to section 16, all warranties, conditions and other Terms implied by statute or common law are (to the extent permitted by law) excluded from the contract.

13.3        Subject to section 16, the Owner and/or Luxury Cotswold Retreats is not liable for any actual or alleged, indirect or consequential loss no matter how it arises. We are therefore not liable for any suffering by you, or any loss (either direct or indirect) of profits, anticipated profits, savings, business or opportunity or loss of publicity or loss of reputation or opportunity to enhance reputation or any other sort of economic loss.

13.4        Subject to section 16, any wrongdoing on the part of Luxury Cotswold Retreats or the Owner in connection with the contract shall be limited to damages not exceeding three times the total amount of the Rental Fee received from you. This includes:
-       Misrepresentation
-       Breach of contract

14   Personal Data Protection and GDPR

14.1        Where You provide us with your personal information, We will use it to:

·      Provide You with a Booking and any other relevant services We provide

·      Process your payment or payments for accommodation or other relevant services We provide

·      To contact You under reasonable circumstances in relation to your Booking

·      To inform You about similar services that We provide (when You have subscribed to receive this information. You may request to unsubscribe from receiving this information at any time.

14.2     The Personal Data You provide us with will be handled in accordance with our Privacy Policy.

15   Complaints 

15.1        Should there be cause for complaint during your stay in your Selected Property, You should contact Luxury Cotswold Retreats promptly and describe your complaint. This will enable us to investigate the issue and to do our very best to take any necessary action. If You do not tell us (or the housekeeping team), the issue can’t be attended to, and We will assume that everything is running seamlessly for you. Luxury Cotswold Retreats will strive to correct and resolve any complaints, but in accordance with section 16, accepts no liability as the Property Owner is solely liable.

15.2        Within the Property You will find the telephone number of the Property’s housekeeper whom You can contact if You have a problem with the Property.

15.3        If You wish to make a complaint after your Rental Period has ended, please do so in writing to Luxury Cotswold Retreats. This must be done within a reasonable time period but please note that compensation cannot be offered for complaints placed after the Rental Period.

16   Legislation

16.1        If any section of the contract (or partial section) is found to be invalid, illegal or unenforceable by any court or an authority of competent jurisdiction, that section (or partial section) shall, to the extent required, be excluded from the contract. This will not affect the validity or enforceability of any other sections of the contract.

16.2        A person or persons (other than Luxury Cotswold Retreats) who is not a party to this contract, shall not have any rights under or in connection with it.

16.3        The contract will be governed by and construed in accordance with English Law and will be subject to the exclusive jurisdiction of the English Courts.

Notes For Guests

Our Properties

We ask that our guests bear in mind the type of Property when Booking, if You choose a character cottage, it may be that You encounter steep spiral staircases, uneven flooring, beams or low doorways. This is to be expected due to the time period and nature of the build processes in that time.

Our apartments are accessible by outdoor stairs, so please bear this in mind if You are concerned about accessibility.

We list all accessibility notes on each Property page on our Website so You can make a good and informed decision for your party. If You are unsure or need any more information, do not hesitate to contact us prior to Booking.

Location

As our name suggests We are based in the Cotswolds which means many of our Properties are in rural villages. Due to the rural nature of these Properties there are a few things that may be new to You during your stay. It is possible You may hear occasional noise from gardening equipment, local farms or animals. It is also fairly common to see insects both inside and outside – please note this is not necessarily a sign of inadequate housekeeping standards. 

Building Work

The Property Owner or Luxury Cotswold Retreats cannot be held accountable for any disruptive building or road works near to your Selected Property.

If We are made aware of any such events, We will contact and notify You in advance.

Special Requirements & Requests

We will always endeavour to help those in your party with special requirements. Please contact us prior to Booking and We can help You choose the most suitable Property to fit your requirements.

Special requests may be made prior to the start of your stay. We will always work meet your requests, but We cannot guarantee them. We are not obligated to accept special requests by you, nor will they form part of the contract.

Luxury Cotswold Retreats does not accept liability for any unfulfilled special requests.

Guest Safety

The Property Owners and Luxury Cotswold Retreats take the health and safety of guests very seriously. We advise that guests who stay in our Properties take a few moments to:

1)    Familiarise themselves with the Property’s layout and exits, so that in case of emergency your party can leave efficiently and safely.

2)    Check for the location of fire extinguishers, fire blankets and other fire safety equipment.

3)    Look for the first aid kit, so that it is easily found if needed.

4)    Read and take note of any specific safety information provided at the Property.

 Luxury Cotswold Retreats ensures that all its Properties are compliant with UK health and safety regulations and We also appreciate We have a duty of care to provide other testing’s or risk assessments which We happily do to ensure the safety of our guests.

 If You have any concerns regarding your Selected Property, equipment or facilities please contact Luxury Cotswold Retreats immediately.

The Complaints Process

Our lovely team are always happy to help, and We aim to ensure that You have a comfortable and pleasurable stay. Occasionally things do unfortunately go wrong from time to time, but it is always best to resolve things promptly - so please do contact us if You have an issue during your stay so We can help resolve it for you. Ideally, We ask that You contact us within 24 hours of noticing the relevant issue.

Please note that any complaints raised after your holiday will not result in any form of compensation.

Our Properties are domestic homes and the Owner will not always have immediate access to maintenance services, however We will always try to get things back on track as soon as reasonably possible.

Guest Damage

You should always report any accidental damage or breakage if and when it occurs. Repairs or replacement items can then be arranged in advance or the next guest’s arrival.

Withdrawal of Facilities

Should there be need for repairs, maintenance or unforeseen weather conditions or situations beyond our control, We reserve the right to withdraw services, facilities or activities if reasonably necessary. This may be for the safety of guests, the Property or its contents. These withdrawals can be made without prior notice, but only if reasonably necessary, otherwise You will always be informed ahead of time.