Terms & Conditions

Please read our booking terms and conditions before placing your booking. If you have any questions please get in touch with us.

FOR BOOKINGS FROM 19.06.2022 (Bookings made before 19.06.2022 are covered under a different set of Terms and Conditions and are available by emailing enquire@poltarrow.co.uk)

Please note – When you make a booking by telephone or via our online reservation system you will receive an automatically generated booking summary by email. This does not form a contract between us. A contract shall only arise when your booking is subsequently confirmed by email. When a booking is submitted by telephone the booking will be confirmed by post or email.

The booking Contract will be between the Owners of Poltarrow Farm self-catering cottages (referred to as “us or we”) and the person making the booking and all members of the holiday partly (referred to as “you or “your”) under the following booking conditions. UK law will govern the Contract.  The contract of hire is not effective until we have received and processed the deposit.  The party leader must be at least 18 years of age at the time of booking and the booking form must list names, addresses and ages of your party.

Bookings and Payments
Bookings are confirmed upon receipt of the deposit of 40% of the holiday cost.  The balance will be due 60 days prior to the commencement of your holiday.  We reserve the right to cancel a holiday where payment has not been received by the due date.  If the booking is made within 60 days of the holiday start date, then payment will be due in full once you have a confirmed booking (i.e. deposit has been paid and processed) you are responsible for the full rental cost even if you subsequently cancel.

Cancellations must be immediately notified to us by phone and confirmed in writing

National  Lockdown In the event of a national lockdown, where you are unable to travel and we are prevented from opening you will receive a full refund

In the event that your address is put into local/regional lockdown rendering you unable to travel you will receive a full refund. Please note that this applies only to the address given by the Lead Booker at the time of booking and does not apply to party members at a different address unable to travel due to local lockdown. 

Cancellation by Us

If Poltarrow Farm Holiday Cottages’  performance is hindered or prevented by a Force Majeure Event (please see definition below) Poltarrow Farm Holiday
Cottages  may, at its sole discretion, offer you:  A full refund, alternative holiday dates or such other remedy as Poltarrow Farm considers 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 performance of the contract, including but not limited to:- Acts of God, flood, drought, earthquake, or other natural disaster, epidemic or pandemic, terrorist attack, civil war/commotion/riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo or breaking off of diplomatic relations, nuclear, chemical or biological contamination or sonic boom and 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: collapse of buildings, fire, explosion or accident, any labour/trade dispute, strikes, industrial action or lockouts, non-performance by suppliers or contractors and interruption or failure of utility service.  Liability is restricted to the return of all monies paid. If we have to terminate your holiday early you will be refunded part of the booking fee based on the time remaining of the booking.  No additional compensation, expenses or costs will be payable.

Cancellation by You

Your inability (or the inability of any, some or all of your party) to stay at your hired cottage.
This includes – but is not limited to illness (including Covid) a recommendation to self-isolate or quarantine a call to jury duty, 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 receive a refund.  

We strongly advise taking out comprehensive travel insurance to cover possible cancellation costs and your stay at the holiday cottage.  If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.

Upon receiving a cancellation we will re-advertise the holiday and if successful you will be entitled to a refund less a booking fee of £50.  If we are unable to find an alternative guest for the period of your booking we will not offer you a refund other than according to the sliding scale below of charges, which shall be a
percentage of the total cost of the booking. 

# of days before start of booking                              % of total booking value payable

More than 60 days                                                         40% of the booking cost

40 – 59 days                                                                   60% of the booking cost

20 – 39 days                                                                   75% of the booking cost

3   –  19 days                                                                   90% of the booking cost 

0  –   2                                                                               100% of the booking cost

As previously stated we strongly advise taking out comprehensive travel insurance to cover possible cancellation costs and your stay at the holiday cottage.  If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.

We are not selling, promoting, endorsing or recommending any particular product and do not benefit financially or have any formal relationship with any of these providers

Trailfinders – https://www.trailfinders.com/insurance/step1

PJ Hayman – https://www.pjhayman.com/travel-insurance/staycationplan


You may access the property from 16.00 on the day of arrival  

Departure is by 9.30 on your final day We need this time to ensure that the cottage is ready for your arrival after the previous guests. You must not use the property except for the purpose of a holiday during the holiday period, and not for any other purpose or longer period. The agreement to stay in the property for the holiday period does not create the relationship of Landlord and Tenant between the parties. You shall not be entitled to a new tenancy, or to any assured short hold or assured tenancy or any statutory protection under the Housing Act 1988 or other statutory security of tenure now or at the end of the Holiday Period. On departure, you are requested to leave the accommodation in a clean and tidy condition.

Any persons other than members of your party may not use the facilities at Poltarrow Farm. The number of maximum guests is stated on the website. Under no circumstances can extra guests be accommodated. We reserve the right to decline accommodation if this condition is not observed.

Poltarrow Farm its employees and representatives shall not be liable to you or your party for loss or damage to your property howsoever arising. You must take all necessary steps to safeguard your personal property and baggage. No responsibility can be accepted for loss or damage to motor cars

You are responsible for the property and are expected to take all reasonable care of its fixtures and fittings. You must 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 must not use the properties for any dangerous, offensive, noxious, noisy, immoral activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighbouring properties. Smoking and vaping is not allowed in any of the properties or internal public areas.

You are legally bound to reimburse us for replacement, repair or extra cleaning costs on demand (although we would not charge you for the odd glass or plate).

We shall be allowed reasonable right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.

Every effort is made to ensure that you have an enjoyable stay. However, if you have any problem or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it. We value your custom and want you to return. We are on site, and will do our best to resolve any problem. This is easier to do before your leave!

We only allow dogs in the designated cottages, and only when have they been booked in and paid for. (£40 per dog, per stay/per cottage entered). In order to maintain our four/ Five Star Gold Cottages for everyone to enjoy, it is necessary that guests bringing their dog agree to abide by the dog rules on our website.

We are committed to ensuring the best standards of practice in all our activities. Visitors to our web site can be assured that the protection of privacy and confidentiality are given the highest priority. All personal information is collected, held and used in strict compliance with the Data Protection Act 1998.

Information Collected
We do not collect any personal information from visitors to our website other than information that is knowingly and voluntarily given. Anonymous information is collected, such as the number of visitors to the website in a given period or details of properties and dates selected for online bookings, but it is purely statistical and cannot be used to identify an individual user. Cookies are not used to collect any other information from visitors to the website.

Use of Information
The information collected may be used to contact you with further details of our current activities or to send details of future initiatives or events. It may also be used for research purposes. You can inform us at any time if you no longer require such information to be sent.  We treat any data collected during the course of making bookings or dealing with enquiries in strict confidence. Your data will never be sold. As members of Premier Cottages (a marketing collective of the best four and five star cottages in the UK) we have agreed to supply to Premier Cottages Ltd the names, postal and email addresses of all guests booking with us during the previous year, in order that these guests may be sent a Premier Cottages brochure and sent promotional emails from time to time. We also provide them with the email addresses of guest enquiries.

By accepting these terms and conditions you are indicating your consent to receiving these communications from us unless you let us know otherwise, which you can do at the point of booking by ticking the Marketing Notes box in the extras section. If at any time you would like your details removed from this list all you need do is to click the unsubscribe link on any of the emails or contact us and we will arrange for you to be removed from the database.

Third Party Disclosure
We will NEVER pass any personal information on to any third party without your consent.

Data Security
We take appropriate measures to safeguard the information we hold from unauthorised access or improper use. Our database is stored in a secure, password protected location. Only users authorised by us have access to this data.

Integrity of Data
We take all reasonable measures to ensure that the information we hold is accurate. In particular we use reliable collection methods and destroy or convert to an anonymous form, any out-of-date data. Individuals may request details of all personal information held by us so as to contest inaccurate or incomplete data, verify the information and have it corrected as appropriate.

Our website is not targeted at children but in any event personal information will not knowingly be collected from children under fourteen years without parental consent.

Any queries relating to our collection or use of personal information should be addressed to us here.

WiFi Access Terms and Conditions
This agreement sets out the terms and conditions on which wireless internet access (“the Service”) is provided free of charge to you, a customer/guest Poltarrow Farm Holiday Cottages (“us”) in consideration for your custom and your agreement to these terms and conditions.

1. Extent of the Service

1.1 We do not recommend in particular the use of any websites (or other internet related services) (“Internet Services”) and your use of Internet Services is carried out entirely at your own risk.

1.2 We have no responsibility for, or control over, the Internet Services you access and do notguarantee that any services are error or virus free.

1.3 We have no responsibility for, or control over, the information you transmit or receive via the Service.

1.4 Save for the purposes of network diagnostics we do not examine the use to which you put the Service or the nature of the information you send or receive.

1.5 We do not guarantee:

1.5.1 the availability of the Service;

1.5.2 the speed at which information may be transmitted or received via the Service; or

1.5.3 that the Service will be compatible with your equipment or any software which you use.

1.6 Whilst we take reasonable steps to ensure the security of the Service and to prevent unlawful access to information transmitted or received using the Service we do not guarantee the security of the information which you may transmit or receive using the Service or located on any equipment utilising the Service and you accept that it is your responsibility to protect your information and have adequate security (in terms of equipment and procedures) to ensure the security, integrity and confidentiality of your information and data.

1.7 We reserve the right at all times to withdraw the Service, change the specifications or manner of use of the Service, to change access codes, usernames, passwords or other security information necessary to access the service.

2. Your Use of the Service

2.1 You must not use the Service to access Internet Services, or send or receive e-mails, which:

2.1.1 are defamatory, threatening, intimidatory or which could be classed as harassment;

2.1.2 contain obscene, profane or abusive language or material;

2.1.3 contain pornographic material (that is text, pictures, films, video clips of a sexually explicit or arousing nature);

2.1.4 contain offensive or derogatory images regarding sex, race, religion, colour, origin, age, physical or mental disability, medical condition or sexual orientation;

2.1.5 contain material which infringe third party’s rights (including intellectual property rights);

2.1.6 in our reasonable opinion may adversely affect the manner in which we carry out our business; or

2.1.7 are otherwise unlawful or inappropriate;

2.2 Music, video, pictures, text and other content on the internet are copyright works and you should not download, alter, e-mail or otherwise use such content unless certain that the owner of such works has authorised its use by you.

2.3 We may terminate or temporarily suspend the Service if we reasonably believe that you are in breach of any provisions of this agreement including but not limited to clauses 2.1 to 2.3 above.

2.4 We recommend that you do not use the service to transmit or receive any confidential information or data and should you choose to do so you do so at your own risk.

2.5 The Service is intended for consumer use only. In the event that you use the Service for commercial purposes we would specifically refer you to clause 5.2 below.

3. Criminal Activity

3.1 You must not use the Service to engage in any activity which constitutes or is capable of constituting a criminal offence, either in the United Kingdom or in any state throughout the world.

3.2 You agree and acknowledge that we may be required to provide assistance and information to law enforcement, governmental agencies and other authorities.

3.3 You agree and acknowledge that we may keep a log of the Internet Protocol (“IP”) addresses of any devices which access the Service, the times when they have accessed the Service and the activity associated with that IP address

3.4 You further agree we are entitled to co-operate with law enforcement authorities and rights-holders in the investigation of any suspected or alleged illegal activity by you which may include, but is not limited to, disclosure of such information as we have (whether pursuant to clause 3.3 or otherwise), and are entitled to provide by law, to law enforcement authorities or rights-holders.

4. Other Terms

4.1 You agree to compensate us fully for any claims or legal action made or threatened against us by someone else because you have used the service in breach of these terms and conditions, and in particular clause 2.1 to 2.3 and 3.1 above.

4.2 Whilst we do not seek to limit our responsibility for fraudulent misrepresentation or if you are injured or die as a result of our negligence we have no responsibility (to the extent permitted by law) to compensate you (whether or not we are negligent) for any direct financial loss, loss of profit, revenue, time, anticipated savings or profit or revenue, opportunity, data, use, business, wasted expenditure, business interruption, loss arising from disclosure of confidential information, loss arising from or in connection with use of the service or inability to use or access the service or a failure, suspension or withdrawal of all or part of the service at any time or damage to physical property or for any other similar direct loss that may arise in relation to this agreement whether or not we were advised in advance of the possibility of such loss or damage.

4.3 We agree that neither this agreement does not allow either party to act as, or hold themselves out as, acting as an agent of the other party and that that the terms of this agreement are not enforceable by a third party under the Contracts (Rights of Third Parties) Act 1999.

4.4 This agreement is governed by the law of England and Wales and is subject to the non-exclusive jurisdiction of the English court