Booking Conditions :: Northumberland Coastal Retreats

Terms and Conditions - Northumberland Coastal Retreats

Please note that our cottages are non-smoking and we're sorry but we are not able to take pets (unless by prior arrangement in one of our designated pet friendly cottages)!

Terms and conditions
How to make a booking
Cancellation Insurance

OUR TERMS AND CONDITIONS

Please note that our cottages are non-smoking and we're sorry but we are unable to take pets apart from a small number of designated pet friendly properties where prior notice is given.

DEFINITIONS

“Long Break”	means a stay at the Property of 5 or more nights.
“The Property”	means the relevant property from the NCR collection for which you make a booking.
“Short Break”	means a stay at the Property of 3 nights or less from a Friday to a Monday or 4 nights from a Monday to a Friday.
"You" and "your"	means any and all persons using this website or making a booking with NCR.
"We", "us", "our" and “CR”	means Coastal Retreats Ltd

1. CONTRACT

1.1 The contract for a holiday rental shall be made between you and the owner of the property for which the booking is made. CR act as agent for the property owners (“Owners”) and are not principals.

1.2 The contract between you and the Owner becomes binding only when CR issues the booking confirmation and the deposit is paid in cleared funds. The contract will be subject to all of the following conditions.

2. PAYMENT

2.1 A non-refundable deposit of 25% of the rental fee is payable at the time of booking.

2.2 The balance must be paid at least two calendar months prior to the start of the rental period. Non-payment of the balance on or before the due date shall be construed as a cancellation of the contract by you and the terms of condition 3 shall apply.

2.3 For bookings made less than 2 calendar months prior to the start of the rental period, the full balance is due at the time of booking.

3. CANCELLATION

3.1 In the event that you need to cancel a confirmed Long Break booking, this must be done in writing and a cancellation charge will be due as follows:-

No of days before start date Cancellation charge payable by you

42 – 69 days Full deposit

28 – 68 days 50% of cost

0 – 27 days 100% of cost

3.2 Unfortunately, we are unable to offer any refund for cancelled Short Breaks.

HOLIDAY CHANGES

4.1 Holiday dates may be changed, for new dates at the same Property, provided the Property is available for the new dates and if the changes are agreed within 2 calendar months of the start of the original holiday dates. An administration fee of £25 will be due and payable for any such change.

4.2 A change of Property within the CR collection is only possible:-

4.2.1 provided the change Property is available; and

4.2.2 if both the Owners of the original Property and the Owners of the change Property agree to the change (this is necessary because upon issuing the original confirmation you have entered into a contract with the owner of the original Property);

4.2.3 and if the changes are made within 2 calendar months of the start of the original holiday dates.

4.2.4 upon payment of an administration fee of £50 for any such change.

If the change can not be agreed then it will be treated as a cancellation and the terms of clause 3 will apply.

4.3 In the event that we have to make changes to the booking (e.g. by reason of the unexpected withdrawal of the Property by the Owner from the CR collection or it suffering damage that requires repair), NCR will endeavour to make a suitable alternative booking at another property. If it is not possible to find an alternative, we will refund all sums paid by you and this will be the only obligation or liability of NCR to you in such circumstances.

5. PERIOD OF HIRE

Rentals commence, unless otherwise notified, at 4.30pm on the day of arrival and end at 10am on the day of departure.

6. PETS

Pets are only allowed by prior arrangement and in specially designated pet-friendly properties.

6.1 Pets are accepted subject to the pet’s owner accepting liability for any damage they may do to the property. Pet owners are expected to bring suitable bedding for their animals.

6.2 Any tenant who takes a pet into the property without permission is in breach of contract and The Agent or Owner have the right to terminate the booking forthwith and to retain all the monies paid by the tenant.

6.3 Pets must not be allowed on the furniture or in bedrooms.

6.4 If pets foul in the garden it must be cleaned up immediately (charges will result if this is not done)

6.5 A charge for additional cleaning following a booking with a pet will be levied and payable on booking.

7. NUMBER OF PERSONS USING THE PROPERTY

7.1 The number of persons occupying the property must not exceed the maximum number stipulated in the brochure/website/booking form. NCR reserve the right to refuse entry to the entire party if this condition is not observed.

7.2 In certain of the properties we are able to provide a toddler mattress for use on a bedroom floor at a charge of £25. Please enquire as early as possible as to whether this service is available at your property of choice to avoid disappointment.

8. CARE OF THE PROPERTY, LOSS AND NUISANCE

The Tenant agrees:

8.1 To take all reasonable and proper care of the Property and its furniture, pictures, fittings and effects in or on the Property and leave them in the same state of repair and in the same clean and tidy condition at the end of the rental period as at the beginning. You will be liable for the cost of any damages, breakages, losses and any extra cleaning or repair costs which are incurred due to non-compliance with this condition.

8.2 To pay a damage deposit, where requested, of £250 per week per property which is refunded only if the property is left in a similar condition to that in which it was taken on. Where payment for the holiday is made by credit or debit card, to those details being kept on file and from which damages/breakages/extra cleaning charges can be deducted. We reserve the right to request a good housekeeping deposit for Christmas and New Year bookings, single sex groups or younger parties, long stay bookings or when more than one property is being booked. Where such a deposit is payable, you will be informed at the time of booking and this can either be added to the total price or be paid as a separate cheque

8.3 That the supervision of children, babies, dogs and adults requiring care remain the responsibility of the Tenant at all times

8.4 To be responsible for leaving the accommodation in good order and clean condition otherwise a cleaning charge will be levied

8.5 To pay for any damage or loss, however caused, excluding reasonable wear and tear during the occupation

8.6 Not to cause nuisance or annoyance to occupants of nearby property

8.7 To allow reasonable access to the property by the Owner of CR if deemed necessary

If in the opinion of CR any tenant is not suitable to continue their occupation of the property because of unreasonable behaviour, damage or nuisance to other parties, the contract may be treated by CR as discharged and the Owner may repossess the property immediately. The tenant will remain liable for the whole cost of rental and no refund shall be due

9. Damage Deposit

Where Holiday Payment is by credit/debit card:

9.1 The Tenant agrees to the Agent keeping the details of the credit/debit card by way of damage deposit and to the Agent deducing any monies required to cover the cost of damages, breakages or extra cleaning. The details will be destroyed following the successful completion of the Tenancy

9.2 Where holiday payment is made online or by bank transfer, a separate damage deposit may be requested

10. External factors

10.1 Circumstances beyond the control of the Owner/Agent - Except where otherwise stated in these Conditions, neither the Owner nor the Agent shall be liable for any change or cancellation which is a result of unusual and unforeseeable circumstances beyond its control; for example fire, flood, exceptional weather conditions and epidemics.

10.2 The Owners and CR cannot be held to account for any disturbance caused by holiday fairs, fetes, festivals or events occurring during the letting season or building works in the vicinity or on neighbouring properties

10.3 FORCE MAJEURE

Neither Coastal Retreats nor the Owner shall be liable for any delay or non-performance of their obligations under the Contract to the extent that the performance is interrupted or prevented by any act or omission beyond its reasonable control. Coastal Retreats or the Owner shall, as soon as reasonably practicable upon it becoming aware of the same, notify You.

11. COMPLAINTS

Should there be any cause for complaint during the occupation of the Property, it must be notified promptly to NCR and in the case of a serious problem confirmed in writing. CR can not take responsibility for any such complaints but will immediately pass on details to the Owners.

12. LIABILITY

NCR, its employees and agents shall not be under any liability to you or third parties for any loss or damage arising from breach of contract, negligence, misrepresentation or otherwise. If the Property which the Client has booked becomes unavailable or unusable for some reason prior to the date of booking, then CR’s sole obligation will be in accordance with clause 4.

13. WARRANTIES

NCR does not warrant and is not responsible for the accuracy of any verbal information given or statements made by any of its servants or agents.

14. RIGHT OF ENTRY

NCR shall be allowed the right of entry to the property at all reasonable times on reasonable notice for the purpose of inspection or to carry out any necessary repairs or maintenance.

15. SMOKING

All of our properties are non-smoking properties.

16. SAFETY

Guests must accept responsibility for their own and their children’s safety. Play equipment, trampolines, bikes and children’s safety equipment must be used at your own risk.

17. LEFT PROPERTY

We are happy to return any left property but we will charge £10 for postage and packaging - this will just about cover our time in relocating the items or items and sending them to you. For heavy or more valuable items, we reserve the right to charge more.

HOW TO BOOK

Firstly, check availability through our availability page on this website or by calling or emailing Coastal Retreats. This is a simple procedure and enables you to make the booking quickly and easily. Once you've completed the booking form and pressed send, we will be notified of your request for a booking. You will be asked for your credit or debit card details when making a booking online. Unless these details are entered, the booking is not valid. We will receive your booking details but will need to delete them if payment doesn't come through to us or if you don't call or email to make your payment

Our on-line booking system allows all types of credit and debit card payments. You can pay your deposit this way or the full balance (depending on the date of the booking in relation to the date of the holiday) We do add a 3% surcharge on credit card transactions and debit card registered overseas (4% for American Express transactions), so we can cover the costs which the credit card companies levy upon us. We can also take a credit card payment for your deposit or final balance over the phone. We make no charge for debit card payments either on line or over the phone (unless registered overseas).

Alternatively, please call +44 (0)191 285 1272 during office hours or e-mail us at info@coastalretreats.co.uk to check availability of your chosen cottage or to make a booking.

On occasions our system may not allow you to make a booking on-line, if the start date does not fall on a Friday or a Monday. It will only allow a booking to be made if the start date is highlighted in yellow on the availability chart. If you would like to enquire about making a booking for other times, then please call us to speak to us directly on +44 (0)191 285 1272.

Once we have received your payment, we will e-mail you immediately with a confirmation of the booking. If you have sent the full payment we will send directions and key collection instructions. If you have paid a deposit, then we will send a confirmation and an explanation of when the balance will be due.

We will need a 25% deposit (if booking more than 2 calendar months before the start of your holiday) or the full balance (if booking less than 2 calendar months before the start of your holiday).

Please feel free to call us after your arrival so we can answer any questions you may have. We are of course, just a phone call or email away throughout your stay and if we can be of any assistance at all during your holiday (we'll even give you our mobile numbers in case you need us).

Please contact us if you have any concerns about our booking procedure or if you wish to book a holiday of longer than the 7 nights this website booking form will allow. We do accept bookings of 21, 28 nights or sometimes longer, but we suggest you contact us directly to discuss, as we will be happy to offer a discount for bookings longer than the traditional 7 or 14 night duration.

CANCELLATION INSURANCE

We can recommend insurance cover for your holiday. Simply email us and we will send you details