The Contract for a short-term holiday rental will be between the Upperfields farm (referred to as “Upperfields Farm or We”) and the person making the booking and all members of the party who are part of the booking (referred to as “the Customer, or Your or You”) in the following booking conditions. UK Law will govern the Contract. The contract of hire is not effective until We have processed the deposit. The contract will be subject to these booking conditions, and must be complied with. The party leader must be at least 21 years of age at the time of booking and prior to arrival We must be provided with a list containing the names, ages, Postcodes and contact details of all guests. 

Bookings are CONFIRMED on receipt the deposit of 30% of the booking cost. The deposit must be paid within 7 days of booking being placed. The balance of the booking will be due for payment Ninety ( 90) Days prior to the booking commencement date for any bookings.

3. CANCELLATIONS
a/ If your booking has to be cancelled because Upperfields Farm is put under Government Restrictions and has to close and the period of closure covers Your booking You will be refunded in full.
b/ In the event that Your given address is put into Local/Regional Lockdown, rendering You unable to travel, and the period of restriction covers your booking You will be refunded in full.  
c/ If your booking has to be cancelled because Upperfields Farm has to close through Force Majeure, meaning any of the following circumstances which may hinder or prevent the performance by us of the Contract, including but not limited to: (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent; (f) collapse of buildings, fire, explosion or accident; (g) non-performance by our suppliers or contractors; and (i) failure of utility service, and the period of closure covers your booking. You will be refunded in full.
d/ Customer inability (or the inability of any, some or all of Your intended party) or disinclination to travel to and stay at Upperfields Farm for any reason.  This includes – but is not limited to – illness (including Covid), a requirement or recommendation to self-isolate or quarantine, shielding, a call to jury duty, military service, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport.  These remain at Your risk and do not give rise to a right to cancel or to receive a refund unless We re-let the property, other than according to the sliding scale below. You are strongly recommended to take out UK travel insurance to cover these eventualities.If you choose not to take out UK travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.
e/ Cancellations must be notified to Upperfields Farm by phone and email and once received in writing we will confirm the cancellation request. 
f/ Upperfields farm will apply the scale shown in the table below to bookings to determine the amount of the charge, which shall be a percentage of the total cost of the booking. 

Number of days before start of booking that notification of cancellation is received* The percentage of total booking value payable by the Customer

More than 90 days  5% of the booking cost
60 to 89 days 40% of the booking cost
45 – 59 days  50% of the booking cost
30 – 44 days  75% of the booking cost
3 – 29 days    90% of the booking cost
0 – 2 days    100% of the booking cost

*In order to ensure speedy receipt, and thereby processing, of cancellations,Upperfields Farm recommends that the Customer sends written notification of cancellation by email requesting confirmation of receipt of cancellation. The effective date of cancellation is when written notification is received by Upperfields Farm. Any amounts due for refunding will be made within 14 Days. 
h/ On receipt of the cancellation, the above Charts state the amount that the Customer remains liable for at that point in time. Upperfields farm will then use reasonable endeavours to obtain a replacement booking. In the event that Upperfields Farm is successful in obtaining a replacement booking, Upperfields Farm will refund to the Customer the total amount paid by the Customer for the booking less the 5% Booking Fee and less the difference in price between the Customers’ booking and the replacement booking if one is made.
For example:  A £1000 booking, fully paid, cancelled and relet for £900, means that the original Customer will be refunded as follows, £1000 – 5% booking fee equals £950, – £100 rebooking shortfall, = Refund of £850.
i/ It is the responsibility of the Customer to acquire suitable travel insurance for themselves and their party to cover the booking. 

Upperfields Farm strongly recommends that the Customer acquires suitable insurance to cover circumstances beyond the Customers’ control such as, but not limited to, jury duty, incarceration, change in personal or work circumstances, military service, illness – including Covid and shielding, family emergencies and travel delays.

Covid is also now a known risk and it is possible for you to insure your holiday against it. This can include the customer or any of the party having Covid, the customer or any of the party having to isolate or quarantine, or you wishing to shield any Members of the party.

 

RESERVATION OF PROPERTYPlease fill the online calendar on the web site to book the dates you require, you will receive a confirmation of reservation, normally by email, and a request for payment by cheque or BACs

Payment & confirmation of booking: a deposit of 30% of the total tariff (non-refundable), per property booked, is required to secure the reservation. When the deposit payment (or full payment, see below) is received and the completed booking form details processed, your booking will be confirmed by an emailed receipt of payment.  If we do not receive your deposit within the required timescale of 7 days, we reserve the right to put the property back on the general availability calendar.  The balance of payment is due 90 DAYS prior to your arrival date. We do not send a reminder. If payment is not received by the required time, we reserve the right to release the property, without refund of any payment previously made. If you cancel after that period, see ‘cancellation’ below.  When a booking is made within 90 days to arrival, full payment is due at the time of the booking. General information about your stay at Little Gaerfields is sent out on receipt of final (or full) payment.

In the case of software failure for rate propagation between our chosen PMS and our website, we reserve the right to cancel online bookings which have been offered into the marketplace out of line with our current pricing strategy. 

PLEASE NOTE: We reserve the right to charge for the full cost of any breakages or damage caused to the property, its contents and to the leisure facilities here during your stay. In this situation, We may also request a separate cheque, refundable, security deposit of £500 in advance of your stay. In the event of an argument between guests that we the owners feel will develop into a physical fight, we shall ask you the guests to vacate Little Gaerfields with immediate effect even at night time with no refund on days/nights not taken.

Prices: are inclusive of VAT, at the current rate, and include utilities, bed linen, towels (no cot linen or pool/beach towels), cots, high chairs, bed guards, stair gates (where available), BBQ is brick built , you need to bring charcoal, one basket of logs and use of all our published facilities, except the swim jet and sauna which use electricity at £1 for 20 mins of use and car charger at current electric prices at the time of your holiday.

Cancellation: should you cancel your holiday with less than 90 days or less) of the start date of your holiday, your balance of payment remains payable. 

We strongly recommend you arrange holiday cancellation insurance to cover any such eventuality. Any liability arising from the cancellation of your holiday by the owners, for whatever reason, is strictly limited to the total sum paid to us by you. No other payment or compensation will be offered. If for any reason you find that you have to curtail your stay whilst with us, we are unable to offer a refund of payment 

Cancellation by us
1. If our performance is hindered or prevented by a Force Majeure Event (please see definition below), we may, at our sole discretion, offer you:
2. alternative holiday dates, within the calendar year of your booking; or
3. such other remedy as we consider appropriate with regard to the circumstances.
In this contract, a Force Majeure Event means any of the following circumstances which may hinder or prevent the 1d. performance of the contract, including but not limited to:
4. acts of God, flood, drought, earthquake or other natural disasters;
5. epidemic or pandemic;
6. terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
7. nuclear, chemical or biological contamination or sonic boom;
8. any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent;
9. collapse of buildings, fire, explosion or accident;
10. any labour or trade dispute, strikes, industrial action or lockouts;
11. non-performance by suppliers or subcontractors; and
12. interruption or failure of utility service.

Arrival & departure
All bookings are from 4 pm onwards on the day of arrival with departure no later than 10 am on the last day of your stay unless its a Sunday and an arrangement has been made by prior agreement ..

Housekeeping –
Little Gaerfields will have been cleaned and the beds made up ready for your arrival.  If you are staying for 14 nights, at the start of your second week, our housekeeping team will require entry to your cottage, usually around late morning, to change the bed linen and towels, clean the bathrooms, and vacuum clean throughout.  This is not a full clean and personal possessions will not be moved in the course of cleaning.  We hold a set of housekeeping keys, so you do not need to leave door unlocked.

Hirer’s responsibility–
The hirer, in completing the booking form, is responsible for payment of the holiday, confirms that he/she is over  21 years of age and authorised to agree to the terms and conditions on behalf of all members of the party and to ensure that everyone in the party abides by these. On arrival at Little Gaerfields the hirer should acquaint him or herself, and the other members of the party, with the supplementary health, safety and general information provided in the guest information folder in the property.

Guests are requested to respect the peace and safety of everyone on site. All reasonable care must be taken of the property, grounds and facilities and they should be left in the same state and condition as they were on arrival. This includes leaving the property clean and tidy at the end of the stay, with all rubbish removed and placed in the communal waste bins. The owners reserve the right to charge you if additional cleaning/maintenance of your property is required, over and above what would be considered reasonable at the end of a stay here of up to to £100 in this respect.

The owners reserve the right to enter your property for inspection if they consider that the terms and conditions of hire may not/are not being adhered to, and also for the purposes of maintenance and housekeeping.

Smoking: is not permitted anywhere in the house only the garden, please dispose of cigarette ends, ash and chewing gum into the ash trays and bins.

Dogs: Please contact us about bringing your dog.

Occupancy & use: Little Gaerfields when booked, the grounds and facilities is restricted solely to those named a resident on the booking form. Under no circumstances must occupancy exceed the maximum number of people as stated for Little Gaerfields (see www.upperfieldsfarm.co.uk     Sleeping in make shift beds (air-beds, camp beds etc), tents or cars anywhere on site is not permitted. The owners, at their discretion, reserve the right to refuse or revoke, without refund, any booking or terminate occupancy if you do not respect these terms and conditions of hire.

The owners are legally required to know who is on the premises at any time.  If you wish to invite friends or family to visit during your stay, you must notify this on your booking form. In exceptional circumstances, visitors may be may arranged later, but only in prior consultation with the owners.  Under no circumstances must visitors arrive on site without prior and reasonable notification.  At peak times, visitors’ car parking may be restricted, as we have limited facilities on site, and resident guests take priority.  There is no overnight parking for non-residents.

Swimming Pool:  

On August 20th 2024 the swimming pool was for the sole use of guests booked into Little Gaerfields from 8am till 6pm.  On this day pool times and access was changed to 7am till 10am with access given to each house ( Little Gaerfields )and  (Tre-Vern )for 6 hours sole use each day. On booking Tre-Vern please check the hours you can use the pool as if Little Gaerfields was booked before 20th August 2024 then your hours may be restricted.

Upperfields Farm – Terms & Conditions of Hire
Please note that whilst occasional day guests/visitors are welcome.
To comply with our insurance terms and to preserve the exclusivity and quality of facilities for paying, resident guests, day visitors/non-resident guests are not permitted to use the leisure facilities at Upperfields Farm. You are responsible for ensuring that everyone in your party, as well as your guests, are aware of this. 

Safety: all facilities, leisure areas, and grounds here are unsupervised and unattended. Use is entirely at your own risk. Please read the more detailed safety information on these facilities – this can be found in the guest information in your property, on arrival. It is the parent or guardian’s responsibility to supervise the safety and conduct of children at all times whilst on site. We do not accept any responsibility resulting from failure to do this. Do not leave children under 16 unattended whilst using, or in the vicinity of, the swimming pool, sauna, or swim jet nor leave them unsupervised whilst using the outdoor play areas, fields or indoor play room. When using the swimming pool, all children under the age of 16 much be attended by an adult, who can swim.  Do not use any of the leisure facilities when closed for maintenance. Take care in wet weather, or after heavy morning dews, as the grounds, children’s play area and decking can become slippery. Any accidents on site must be reported to the owners immediately after they have occurred.

Fire safety: when using the fire pit , or barbecue, ensure that the fire is safely out when you leave the property and/or go to bed. Never leave a fire unattended. Smoke/ Vape outside  and use the ash trays.

Eco-Awareness: please turn off all the lights whenever leaving the property and ensure that nothing is left unnecessarily on stand-by mode. Turn off fully all taps and showers after use, especially after use by younger children. Please respect the countryside and local wildlife, and do not leave any litter behind.

From 6pm in the evening till 8am in the morning it is requested that loud noise and music is restricted to inside your holiday house. Generally speaking , once you are inside the house with doors and windows closed the music and noise is contained. Please do not disturb our neighbours.

Facilities for babies: Upperfields Farm cottages are equipped with 3 travel cot and shallow base (not bed linen), 3 high chairs and stair gates , please check if necessary.  There are plates, bowls, tumblers and cutlery suitable for children. Socket covers are available by prior request.  There is a good selection of toys for all ages.

Facilities for persons of limited mobility  We have a selection of equipment on site, such as shower chairs . Please ask what we have for your use 

Breakages & damage: at the earliest opportunity, we ask that you notify us of any breakages or damage, and if anything in the property or leisure facilities are not functioning as you would expect. This gives us time to try and repair or replace the items for the rest of your stay, and to ensure that everything is in good order for the next set of guests. We reserve the right to charge for breakages or damage. Please do not replace any broken or damaged items yourself, without prior consultation with the owners.

Forgotten/lost property: if we find any personal belongings left behind we will hold onto these for 14 days.  If not claimed after this time, the property will be disposed of. Please contact us to say you have left something behind and then arrange for them to be picked it up, such as the post office or Hermes etc . I will weigh and wrap the item or items. We do not accept responsibility for the safety or safe transit of any items that we return. 

Complaints:  We hope that you enjoy your holiday with us. However, if you do have a complaint about any aspect of your stay at Little Gaerfields this must be raised with the owners as soon as possible and before the end of your stay at Upperfields Farm so that we can try to resolve the matter for you, where reasonable, and time permits. In the event that you are unable to locate anyone in person, please telephone us on 01989770281 and leave a full message, including your contact number..  Or call Sheila Jones on: 07976244416. We will not consider retrospective complaints.

Data:  at Upperfields Farm we are committed to ensuring that your privacy is protected. We will not share your information with a third party, but may email you from time to time with “Upperfields Farm News and Offers”. Should we ask you to provide certain information by which you can be identified when using the website or during telephone conversations, you can be assured that it will only be used in accordance with our privacy statement.  We may update this from time to time, please check our Privacy Policy to ensure that you are happy with any changes. .

Special Offers: Upperfields Farm ( UP) will from time to time offer “special offers” This will be via email/social media or through our distribution channels. The offers will only be for the period set and can not be applied to bookings or provisional bookings that have already been made. The guest will need to book on line and apply the voucher code that is detailed in the offer. UP reserves the right to remove the offer at anytime.
If you have any worries or concerns please do not hesitate to contact us on 01989770281 or 07976244416. 
We take every reasonable precaution to ensure that our website, general information and provision of facilities are accurate and as stated. Please check with Upperfields Farm Team when making your booking if there are any details or facilities particularly important to you, including suitability of access for the elderly or infirm. The owners cannot be held liable should there be any changes or alterations that result in the unavailability of facilities here such as the swimming pool etc , for whatever reason, including routine or exceptional maintenance. We  periodically  update furnishing and fixtures.  Nor can we be held liable for accidents to guests or loss or damage to their belongings or cars.