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Terms & Conditions

Greys Court Terms and Conditions

Greys Cottage:

Within these Booking Terms and Conditions, “you” and “your” means the person signing the booking form as party leader but these Terms and Conditions apply to all other persons in the party (including anyone who is added or substituted at a later date). “We”, “us” and “our” means GREYS COTTAGE LTD. 12 The Riverside Studios Amethyst Road, Newcastle upon Tyne, NE4 7YL Registered in England No. 09683040. “Property” means the property in respect of which a booking is made.

Where properties are not owned by us, we are acting as agents on behalf of the property owner(s). In such cases, these terms and conditions constitute a contract between you, GREYS COTTAGE LTD acting as agent and the property owner(s).

Stable Cottage:

Within these Booking Terms and Conditions, “you” and “your” means the person signing the booking form as party leader but these Terms and Conditions apply to all other persons in the party (including anyone who is added or substituted at a later date). “We”, “us” and “our” means STABLE COTTAGE SOUTHROP LTD. 12 The Riverside Studios Amethyst Road, Newcastle upon Tyne, NE4 7YL Registered in England No. 09682925. “Property” means the property in respect of which a booking is made.

Where properties are not owned by us, we are acting as agents on behalf of the property owner(s). In such cases, these terms and conditions constitute a contract between you, STABLE COTTAGE SOUTHROP LTD. acting as agent and the property owner(s).

Yew Tree Cottage:

Within these Booking Terms and Conditions, “you” and “your” means the person signing the booking form as party leader but these Terms and Conditions apply to all other persons in the party (including anyone who is added or substituted at a later date). “We”, “us” and “our” means YEW TREE COTTAGE LTD. 12 The Riverside Studios Amethyst Road, Newcastle upon Tyne, NE4 7YL Registered in England No. 09683073. “Property” means the property in respect of which a booking is made.

Where properties are not owned by us, we are acting as agents on behalf of the property owner(s). In such cases, these terms and conditions constitute a contract between you, YEW TREE COTTAGE LTD. acting as agent and the property owner(s).

Owl Cottage:

Within these Booking Terms and Conditions, “you” and “your” means the person signing the booking form as party leader but these Terms and Conditions apply to all other persons in the party (including anyone who is added or substituted at a later date). “We”, “us” and “our” means OWL COTTAGE LTD. 12 The Riverside Studios Amethyst Road, Newcastle upon Tyne, NE4 7YL Registered in England No. 09682739. “Property” means the property in respect of which a booking is made.

Where properties are not owned by us, we are acting as agents on behalf of the property owner(s). In such cases, these terms and conditions constitute a contract between you, OWL COTTAGE LTD. acting as agent and the property owner(s).

Dovecote Cottage:

Within these Booking Terms and Conditions, “you” and “your” means the person signing the booking form as party leader but these Terms and Conditions apply to all other persons in the party (including anyone who is added or substituted at a later date). “We”, “us” and “our” means DOVECOTE COTTAGE LTD. 12 The Riverside Studios Amethyst Road, Newcastle upon Tyne, NE4 7YL Registered in England No. 09683290. “Property” means the property in respect of which a booking is made.

Where properties are not owned by us, we are acting as agents on behalf of the property owner(s). In such cases, these terms and conditions constitute a contract between you, DOVECOTE COTTAGE LTD acting as agent and the property owner(s).

1. BOOKING CONTRACT

1.1 You (the person signing the booking form as party leader) agree to enter into a contract with us on the following terms and conditions.

1.2 You must be aged 18 years or over when the booking is made.

1.3 The contract commences when we have issued the written booking confirmation and received the due booking fee. We reserve the right to refuse any booking.

2. BOOKING PROCEDURE

2.1 The completed booking form accompanied by the full payment must be made to confirm the reservation. For payment methods please see 3.2 below.

2.1 Once we have received your booking form and all appropriate payments, we will issue a written confirmation invoice which will be send to your email.

3. PRICES AND PAYMENT

3.1 Our quoted prices are per property for accommodation only. All prices include (where applicable) VAT, cleaning on departure, bed linen and towels, electricity, gas, water, fuel, central heating and local taxes; but exclude the Security Deposit. Please note that cot linen are not included unless specified.

3.2 Payment may be made through our website, by credit or debit card. Any charges raised against us by your bank for 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 seven days.

3.3 We expect 50% payment for the deposit, with the balance due 10 weeks prior to departure.

4. SECURITY DEPOSIT

4.1 A separate security deposit is required to cover the cost of any damage or breakages to or at the Property, any additional cleaning. The security deposit of £500 is payable at booking.

4.2 The security deposit will be refunded within 14 days of your departure from the property less any costs incurred. The funds will be released back to the card with which the booking was made. If the security deposit paid by you is not sufficient to cover these additional costs you are required to pay any balance within 14 days of demand.

4.3 The housekeeper or owner will inspect the Property after your departure and notify you of any damage or breakages noted other than those matters already reported to us in accordance with clause 5.3 below or otherwise. Charges for damage to items up to the value of £50 are at the discretion of the owner.  Guests will be charged where the replacement cost or cost of repair totals £50 or more.

4.4 We reserve the right to hold the security deposit for longer than four weeks if there is a dispute over damage, or we are awaiting bills/proof of damage.

5. YOUR RESPONSIBILITIES

5.1 You must arrive and depart within the check-in and check-out times stipulated for the Property, unless special arrangements have been agreed in advance.

5.2 You must keep the Property and all furniture, fittings, facilities, equipment and grounds in the same state of repair and condition as at the commencement of the holiday and in the same state of cleanliness and general order in which they were found. We reserve the right to make a deduction from your security deposit for any additional cleaning required over the usual number of hours committed to departure cleaning.

5.3 You must report to us promptly any breakages or damage and you will be responsible for payment of any breakages, loss or damage to the Property and/or its contents caused by you.

5.4 You are responsible for the correct and decent behaviour of your party. Should you or a member of your party abuse the Property or display dangerous, offensive or rude behaviour to our representatives or any third parties (e.g. neighbours) we reserve the right to require the person(s) concerned to leave the Property.

5.5 You are responsible for you and your party maintaining acceptable levels of noise at the Property and within the grounds and vicinity of the property particularly between the hours of 10.00pm and 8.00am. In the event of you or any member of your party breaching this responsibility, we reserve the right to ask you to vacate the Property and the contract will terminate immediately without refund or compensation.

5.6 You must not exceed the maximum number of people stated in the Property details to reside at the Property nor sublet the Property nor allow anyone to stay at the Property who is not included on the booking form. Please inform us of any changes to your party.

5.7 If you intend to organise a function (e.g. party or wedding) at the Property, you must seek prior permission from us. Additional charges and/or an increased security deposit may be sought at our discretion.

5.8 We are not responsible for each party member’s travel and health documentation (passports, driving licences, green card, motor insurance etc).

5.9 In the event of you breaching the responsibilities set out above, we reserve the right to ask you to vacate the Property and the contract will terminate immediately without refund or compensation save that you will remain liable for any costs or damages incurred by us as a result of your breaching these Booking Terms and Conditions and we reserve the right to deduct such costs and damages from the security deposit.

6. OUR LIABILITY

6.1 We do not accept liability for any loss, damage or injury howsoever caused to you (or anyone in your party) or to your vehicles or personal property save where personal injury or death is caused by our negligence or by the negligence of the property owner. Any valuables left at the Property are left at your own risk. It is essential and your responsibility to ensure that all doors, shutters and windows are closed and locked when leaving the Property or when in the grounds. We strongly advise that you take out adequate travel insurance (including liability for accidental damage to the Property, cancellation cover and medical and emergency expenses) prior to the commencement of your holiday.

6.2 Children should be monitored at all times.

6.3 We are not responsible for noise or disturbance originating beyond the boundaries of the Property.

6.4 We do not accept any liability for compensation where performance or prompt performance of our contractual obligations is prevented or affected by reasons outside of our reasonable control, including adverse weather conditions, acts of God, explosion, tempest, fire or accident, war or threat of war, civil disturbances, restrictions and regulations of any kind on the part of the government or local authorities, strikes, lock-outs, or other industrial action or dispute.

6.5 We do not accept responsibility for the failure of public services such as water, gas, electricity, plumbing or sewerage systems or unforeseen breakdown of domestic and mechanical equipment such as heating or plumbing systems and boilers (but will endeavour to arrange prompt repair).

6.6 All bookings and other arrangements made by us on your behalf with third parties (e.g. catering services) are subject to the terms and conditions imposed by these third parties. If we recommended certain local services we cannot accept responsibility for these services.

7. ACCESS TO THE PROPERTY

We, or our representatives, have a right to access the Property at any reasonable time during your stay. We will endeavor to give reasonable notice to you if practicable. Gardeners and pool maintenance staff will also enter the grounds during your stay but will try as best possible not to interfere with your enjoyment of the Property.

8. COMPLAINTS

8.1 In the event that a complaint arises whilst you are on holiday you should contact us or our local representative promptly to allow us an opportunity to rectify the matter.

8.2 If the problem is not resolved to your reasonable satisfaction during your holiday, you should put your comments in writing within seven days of your return.

8.3 We cannot accept complaints unless this procedure is followed. Complaints received after your holiday will not be accepted if we have not had prior notification of them and been given the opportunity to part matters right.

9. ALTERATIONS OR CANCELLATION BY YOU

9.1 If you request any changes to your booking we will endeavour to comply, but cannot guarantee to be able to do so.

9.2 Cancellation by you of your booking must be in writing. The effective date of cancellation is the date we receive written notification. Our cancellation charges are detailed in the table below.
Number of days before holiday start date that notification is received
Cancellation charge (as a percentage of the total cost of the holiday)

  • 0-70 days – 100% of rental fee
  • 71 or Greater – 50% of rental fee

9.4 Where bookings have been made through third parties (e.g. for catering or transport services) you will be liable to the cancellation charges set out in their terms and conditions.

10. ALTERATIONS OR CANCELLATION BY US

10.1 In the interest of continual improvement we reserve the right to make minor modifications to furniture, amenities and facilities without any prior notice.

10.2 In the unlikely event that the Property is not available on the date booked (owing for instance to essential major repairs, flood or fire damage), if requested and if available we will try to arrange alternative accommodation of a similar type, price, standard and location. A refund of all monies paid by you to us is alternatively available.

11. NUMBER OF PEOPLE IN THE PROPERTY / USE

The number of persons occupying the property overnight must not exceed the number of people advised by you on booking and stipulated on the invoice. You may invite visitors into the property during the day however if guests wish to entertain visitors we require prior written consent and reserve the right to charge a supplemental fee. Unless agreed in advance by us, the property may not be used as a venue, for parties, for photo shoots nor may it be made available to paying guests. We reserve the right to deny access to the entire party if these conditions are not observed or to require the entire party to leave. In such circumstances no refund of rent will be made.

12. CARE OF THE PROPERTY

You are responsible for the behaviour of all persons who may be resident in, or otherwise be in the property and shall take all reasonable and proper care of the property and its furniture, pictures, fittings and effects 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. Under no circumstances shall you attempt to repair any faulty or broken items. No inflammable or explosive material shall be stored or placed in or close to the Property. No dirt, rags, oil or similar material shall be put in any baths, sinks, lavatory or pipe at the Property. No firearm, shotgun, crossbow or air weapon shall be brought onto the property.

13. USE FOR A LOCATION

If the property is used as an agreed photographic location then the property must be returned in exactly the same condition as it was at the start of the shoot; including making good decorations, returning furniture back to the original location, thoroughly cleaning all areas used, washing up and putting away any kitchen utensils etc. If the booking is on a stay and shoot basis, then the bedrooms and bathrooms used are not required to be cleaned only left in a clean and tidy state. Filmmakers, production companies and photographers are required to have public and employee liability insurance whilst filming on our property.

14. LINEN

Sun cream, fake tan, waterproof make-up and hair dye can cause permanent damage to bedding, linen and towels and we ask you to ensure all guests to take care when using these products. If you plan to use them, we recommend that you bring some spare linen in order to prevent staining during your stay. If such staining occurs, although every effort will be taken to remove any stains if this is not possible, a charge may be levied to replace these items.

15. CONCERN FOR NEIGHBOURS AND ENVIRONMENT

The house is rented for use as a private house for the period of the rental and therefore you and your party must treat our neighbours and neighbouring properties with due concern and respect; complying with all relevant
by-laws including those relevant to noise disturbance etc. Music played outside should be done so with concern for neighbours and must not be played after 11pm.We require all windows and doors – excepting bedroom windows – are closed by 11pm. Please note that Fireworks are not allowed on the property at any time and the flying of Drones is prohibited. In the event of a noise nuisance being caused by your party in contravention of the above we reserve the right to retain some or all of the deposit.

16. DOGS

16.1 Dogs, where accepted, must not be left alone in the Property at any time and you must not allow pets in the bedrooms or on furniture within the Property. You should remove all traces inside and outside the Property of pet occupation before final departure. You are liable for all damage caused by your pet whilst staying at the Property. We cannot be held responsible for the safety at your pet whilst staying at the Property.

16.2 We reserve the right to levy an additional charge for any extra cleaning required (above the usual number of hours committed to departure cleaning) after your occupancy with your pet.

6.3 Any pet must only sleep in the kitchen – with the door shut – unless it will be in a cage overnight.

16.4 Please take it off site to wee or poo and when wet / muddy please can you dry or clean it outside the cottage, or in the kitchen (only) if it is raining; in which case any splashing of walls, floors or furniture must be cleaned straightaway.

16.5 No pets, other than dogs are allowed onto the property – including, but not limited to, cats, birds and reptiles.

17. WARRENTIES

17.1 The contents of our web site and brochures have been prepared in good faith. We will inform you of any significant changes at the time of booking or as soon after as possible if you have already booked, but shall not be liable for any minor or insignificant inaccuracy in descriptions and information.

17.2 We do not accept responsibility for any changes or closures to local amenities or attractions mentioned in our brochures and on the web site.

17.3 We do not warrant and are not responsible for the accuracy of any verbal information given or statements made by any of our agents or by a Grey’s Court representative.

18. PRIVACY POLICY

18.1 We make it our highest priority to ensure that your personal information provided to us is secure and confidential. We will not sell your personal information to third parties. We will only disclose any personal information when required to do so by any lawful authority or as required by law.

18.2 Some personal information may need to be passed to third parties where you have requested additional services, for instance chefs require dietary information.

18.3 We may use your data in the future to update you on our products. Please let us know if you would like your personal details to be removed from our database after your holiday.

By completing and signing this form and forwarding or making payment, I hereby declare that I have read, understood and accept the following Terms and Conditions of Booking set out in this document. As per these Terms, we ask you to read – upon arrival – all of the notices and instructions found in the cottage manual that will be presented to you and to ensure that all members of the party are aware of them and abide by them. (NOTE: included Dog clause here for ease: ‘We are happy to accept one well trained dog at stable or yew tree on the basis that it is not allowed on any furniture nor onto the lower ground or first floors; i.e. not in bedrooms, and sleeps only in the kitchen – with the door shut – unless it will be in a cage overnight. Please can you take it off site to wee or poo and when wet / muddy please can you dry or clean it outside the cottage, or in the kitchen (only) if it is raining; in which case any splashing of walls, floors or furniture must be cleaned straightaway.’)