Exclusive Use Terms and Conditions
‘We’ ‘Us’ or ‘Our’ means Bretton Hostel management
‘You’ or ‘Your’ means the hirer, that is the person making the booking
‘Hostel’ means Bretton Hostel, together with its grounds and outbuildings
1 Booking, Deposit and Balance
1.1 A deposit of 25% of the total booking fee will be taken to secure your booking. Bookings made less than 6 weeks in advance of your arrival date require full payment at the time of booking. Payment can be made by either bank transfer or cheque. We will only accept payment by cheque where the cheque is drawn from a bank or Building Society based in the United Kingdom. This is because of the additional costs and processing time for cheques from banks outside the UK.
1.2 The balance of the account should be paid at least 6 weeks before your arrival date. A failure to pay the balance in full by the due date may be treated as a cancellation by you, the terms outlined in paragraph 2.2 will apply and the dates you had booked will become available to other visitors.
1.3 We reserve the right to make any booking subject to a Cautionary Damage/Cleaning Deposit being received at the time the final payment is made against inventory items, damage to property and cleaning. This is refundable at the end of the stay, less the cost of the repair of any damaged property or missing items and/or less the costs of any other than normal cleaning being necessary by us. Cleaning costs will be charged at £12 per hour.
2. Cancellations by You
2.1 In all cases, if you have to cancel your booking, please inform us as soon as possible by phone and confirm in writing. Writing includes email.
2.2 If you have to cancel your booking, cancellation fees will apply. The amount of fee will be dependent on the number of weeks before your arrival date that notification of cancellation is received:
- Cancellation more than 26 weeks before your arrival date – £25 administration fee
- Cancellation within 6 to 26 weeks before your arrival date – 25% of the cost of the booking i.e. the non-refundable booking deposit;
- Cancellation within 4 to 6 weeks of your arrival date – 50% of the cost of the booking;
- Cancellation within 4 weeks of your arrival date – 100% of the cost of the booking.
2.3 A reduction in the number of beds required due to individuals in your group cancelling does not affect the cost of an Exclusive Hire booking.
3 Cancellations by Us
3.1 In the unlikely event that we have to make changes or cancel your booking it will be due to circumstances that were unforeseen at the time you made your booking or for circumstances beyond our reasonable control. In these circumstances, we will inform you as soon as possible. We will only change or cancel your booking if:
3.1.1 It is necessary to carry out essential remedial or refurbishment works at the Hostel; or
3.1.2 There are other reasons which are beyond our reasonable control. This may include occasions where the Hostel becomes inaccessible due to a severe weather event.
3.2 If we do need to change or cancel your booking for a reason set out in Section 3.1.1 we will do our best to offer you an alternative date for your booking. If we are unable to offer you a suitable alternative date, or if you do not accept the alternative offer, the booking will be deemed cancelled and we will refund you the total amount you have paid for the booking. Our liability will not extend beyond this refund.
3.3 If we do need to change or cancel your booking for a reason set out in Section 3.1.2 because it is impossible to deliver your booking due to unforeseen events beyond our reasonable control, we will do our best to offer you a suitable alternative date for your booking. If you do not accept the alternative date the booking will be deemed cancelled and no refund of any amounts paid will be offered.
3.4 The Hostel is located at 1200 feet above sea level and is in a remote area. During periods of extreme weather we will endeavour to remain open and to keep you informed of the latest weather conditions. During the winter months we recommend that you check with us before starting your journey. If the Hostel is open and accessible, but you choose not to travel because of the weather, this will be treated as a cancellation by you and the terms outlined in paragraphs 2.1 – 2.3 above will apply.
3.5 We do not provide holiday cancellation insurance. We strongly recommend that you take out your own holiday insurance cover.
3A Covid-19 Cancellations
3A.1 If, at the time of your visit, the government has imposed a Covid-19 legal restriction and the hostel is required to close, you can either transfer your booking to another date within 12 months of the date of your original visit or request a refund (less a £20.00 administration fee).
3A.2 If, at the time of your visit, the government has imposed a legal restriction that limits the number of people allowed to stay together and this is less than the total number you had booked for, then you can either continue with your booking with a discount in price to reflect the reduced number of people staying or transfer your booking to another date within 12 months of your original visit.
3A.3 If, at the time of your visit, you cannot travel because you have tested positive for Covid-19: There are several holiday insurance packages that cover you for circumstances when either you or the people you are travelling with have been diagnosed with Covid-19 within 14 days of your arrival date. In these circumstances the standard cancellation terms in Sections 2 and 3 above will apply.
4 Arrival and Departure
4.1 On the day of arrival, the Hostel is available from 4.00pm.
4.2 On the day of departure, you are asked to vacate the Hostel by 11.00am. You are asked to strip the sheet, duvet cover and pillowcase off all beds used and place them on the floor in each room and leave the Hostel clean and tidy and in a similar state to when you first occupied it.
5 Your Responsibilities
5.1 This booking is entered into on the understanding that the total number in your group shall not exceed the total number stated on your Booking Form, (as amended if necessary with our agreement) and in all cases shall not exceed the total number of beds available at the Hostel. You must not bring additional camp beds or tents, camper vans or caravans to the hostel without our prior agreement. Before you arrive you will be required to complete a Visitor Registration form listing the names of all people in your group who will be staying at the hostel during the dates of your visit. No one other than those named on the form can stay at the Hostel or use its facilities during your stay. We reserve the right to refuse or curtail any booking (without any refund or compensation) where it subsequently transpires that information has been withheld from us, either about numbers in the party or its composition.
5.2 You are considered to be the group leader and must be over 21 years old. You are responsible for the payment of the booking, the safety and good conduct of the group and the general housekeeping of the Hostel during your stay. Fire procedure notices are in place throughout the Hostel. You are to ensure that all members of your group are aware of these procedures, that all passageways are kept clear and the fire doors are kept closed and unobstructed at all times. Outside the Hostel must be accessible by emergency vehicles at all times.
5.3 You are to ensure that all children and young people in your group are supervised at all times and that no member of your group climbs on the Studio roof or on the roof of any other outbuilding or on any of the walls, fences or gates within the Hostel grounds.
5.4 You are responsible for looking after the Hostel and its equipment during the period of hire and are expected to take good care of it. You are to ensure that all appliances in the kitchen are switched off properly when not in use and that the kitchen is left in a clean and safe condition. We ask that all kitchen equipment is used in a safe and sensible manner. We cannot be held responsible for members of your group who use our equipment and appliances inappropriately. You are asked to inform us immediately should there be any power or equipment failure.
5.5 You are to ensure that the external doors are locked at night and that these doors and all windows are locked at all times when the Hostel is unoccupied and on final departure. In very windy conditions we ask that all windows, including the sitting room French windows, are kept shut or partially open using the trickle vent system.
5.6 The Hostel is provided fully furnished. Bed linen is provided, but you will need to bring your own towels. You are advised to check on arrival and report any shortcomings, damaged or missing items immediately to us. You must report and pay for any damage caused to the Hostel or for any of its contents, equipment or other items which are lost, damaged (other than general wear and tear), stained, broken or stolen during your occupancy. All the equipment, utensils etc. must be left in a clean condition at the end of the hire period. On departure, all household waste, including food and kitchen waste (cooked or raw) must be put in the rubbish bags provided, sealed and left in the kitchen. Your help with recycling would be appreciated. All non organic recyclable materials should either be taken away with you or should be washed out/cleaned and left in the allocated recycling containers in the small shed at the top of the track by the roadside gate.
5.7 You must not charge an electric vehicle from the Hostel electricity supply.
5.8 COVID-19 – When booking Bretton Hostel for sole use, it is your responsibility to ensure you and all members of your group are aware of the current Government guidance on travel to and gatherings in self-catering accommodation. In making a booking with Bretton Hostel you and your group are agreeing to adhere to the relevant Government guidance that will apply at the time of your stay.
6.1 The Hostel is in a rural location and may feel very remote, but there are people living nearby and livestock in the immediate vicinity. Please show consideration to our neighbours and their animals and keep noise levels both outside and inside the buildings within reasonable limits, especially in the evening. If you or a member of your group fails to comply with this requirement, your booking may be terminated and you will be asked to leave the hostel. No refund or compensation will be made if your group is asked to leave in these circumstances.
6.2 We reserve the right to repossess the hostel at any time where damage has been caused, or in our opinion, is likely to be caused by you or any member of your party. No refund or compensation will be made if your group is asked to leave in these circumstances.
6.3 We reserve the right to decline a booking, or refuse to hand over the Hostel to any person or group where, in our opinion, the facilities are unsuitable for the hirer or any member of the hirer’s party, without liability on either side. No refund or compensation will be made in these circumstances.
7 Smoking or Vaping
7.1 Smoking or vaping e-cigarettes is not allowed inside the Hostel building or Studio. If smoking outside, please dispose of cigarette ends carefully and remove all traces.
8.1 A maximum of two dogs are permitted to stay at the Hostel when it is booked for Exclusive Use by a group and only by prior arrangement. A charge of £15 per dog per stay will be made, with the exception of Registered Assistance dogs, which will be free of charge.
8.2 Dogs are not permitted upstairs in the bedrooms and must not be left unattended in the Hostel accommodation at any time, unless in a secured dog crate. Dogs must be kept on a lead at all times in the Hostel grounds to protect local livestock and wildlife in the immediate vicinity.
8.3 Dog owners are fully responsible for their dog at all times and will need to bring their own equipment for their dog (bed, bowls, food, towels, poop bags etc). Any damage caused by the dog must be paid for by the owner.
8.4 Dog owners are responsible for cleaning up after their dogs at all times. All dog waste should be bagged and removed from the Hostel and its grounds and not left in the general rubbish bags provided for household waste.
9 Bikes and Bike Storage
9.1 We have a secure bike store on site which contains a bike rack with facilities for individual locks. The bike store should be locked at all times when unattended.
9.2 Any bikes stored there will be left at the bike owner’s risk. We will not be responsible for any loss or damage caused to bikes whilst kept at the Hostel.
9.3 Bikes should not be ridden on any of the paths between the main hostel building and the bike store and Studio.
10 Car Parking
10.1 There is parking for 6 to 8 vehicles in the car parking area near the Hostel, but please do not park by the steps leading up to the Hostel as this may be required for emergency vehicles. Please leave room for turning and for emergency vehicles to access the Hostel should the need arise. To ease congestion it would be helpful if visitors could car share to help reduce the numbers of cars.
10.2 Do not park or drive on the fields, especially during the months from May to August inclusive when the wild flowers will be in bloom, or when livestock is grazing. At any time of the year the verges of the track and car park area can be very wet and muddy so care must be taken to avoid getting stuck.
10.3 We will not be responsible for any loss or damage caused to cars while parked at the Hostel.
10.4 Please do not park in the Barrel Inn car park unless visiting the pub. There is a small amount of public parking on the roadside to the east of the pub car park.
11.1 BBQs are allowed, but should be kept off the ground to prevent damage and fire risk. Please dispose of used, cold charcoal in the ash bucket provided.
12 Our Liability to you
12.1 We will ensure that the accommodation you book with us is provided in accordance with these terms and conditions and shall be provided by us with reasonable skill and care.
12.2 Where an element of your booking is not provided to the standard stated in clause 12.1 you must notify us immediately of the alleged breach. We shall then investigate the matter and where necessary agree an appropriate level of compensation. Depending on the nature and severity of the breach, compensation may take the form of a partial or full refund or a credit note towards a future booking.
12.3 We will not be liable to you by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not reasonably foreseeable by both you and us when the Contract arising in connection with the Booking of the Hostel or its facilities is formed; any losses which are not caused by any breach by us; or any business or trade losses.
12.4 Our entire liability in connection with the Contract will not exceed the value of the Booking made.
12.5 Except in relation to death or personal injury caused by our negligence our liability remains, at all times, limited to the value of the Booking made. No liability is accepted for any loss or damage to property or possessions brought to the Hostel by visitors.
13.1 If, upon arrival, you feel that there are reasonable grounds for a complaint please notify us immediately so that, if possible, appropriate action can be taken during your stay. If a cause for complaint should arise during your stay you must contact us as soon as the problem arises or becomes known to you. No complaints will be considered after your departure unless they were raised at the time of your stay.
13.2 Whilst everything will be done within our power to attend to repairs to the property, or any furniture, equipment or facility that may be faulty or fail during your stay, no guarantees will be given and no refunds will be granted should any breakdown occur and not be immediately rectified.
14.1 When using our website or speaking to us on the telephone you accept that communication with us will be mainly electronic. We will contact you by email to provide you with information. By booking with us you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be ‘in writing’. This condition does not affect your statutory rights.
15 Governing Law and Jurisdiction
15.1 The contract is subject to English law and the exclusive jurisdiction of the English Courts.
16.1 If any of these terms and conditions or any provision of a Contract with you are determined to be invalid, unlawful or unenforceable to any extent, such term, condition or provision will to that extent be removed from the remaining terms, conditions or provisions which will continue to be valid to the fullest extent permitted by law.
17 Changing these Terms and Conditions
17.1 We have the right to revise and amend these terms and conditions from time to time. You will be subject to the terms and conditions in force at the time that you make a booking unless any change is required to be made by law or if we notify you of the change to these terms and conditions before we confirm that your booking has been made.
18 Your Information
18.1 The personal information you supply to us during the booking process will be used initially to make and manage your reservation. We will also use your details to remind you of your reservation, provide the services you require and for any follow-up communications that are connected to your stay, including any request for feedback on your stay with us. It will not be passed to any third party, unless required by law, or used for any advertising purposes.
18.2 We retain your personal information only for as long as is necessary in order to fulfil the booking you requested.
18.3 We may retain information about visitors whose conduct has been anti-social or otherwise breached our policies for the purpose of restricting those visitors’ future use of the Hostel.
These terms and conditions last updated June 2022