Terms and Conditions
Terms and Conditions
Please read these Terms and Conditions carefully. Your booking and payment constitutes acceptance of them.
The price quoted at the time of booking is for up to 2 guests only. As stated on the Prices page of our website, the charge for each additional guest is £25/week or £15/short break. If you have made a booking via our website and there are more than 2 guests staying in the property, we will contact you shortly after you have made your booking asking you to make payment for the additional charge.
A Booking will be considered binding upon both sides once a Booking Form and Deposit has been received and acknowledged in writing by Sherborne Cottages (the Company) trading as Sherborne Cottages and Apartments.
When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between us. A contract shall only arise when your booking is subsequently confirmed in writing via a letter of confirmation sent to you by post or email.
Provisional telephone reservations will only be held for 72 hours until the receipt of a Booking Form and will not be considered binding thereafter.
The Company reserves the right to refuse to accept a Booking and in this event all fees paid will be immediately refunded. Bookings for stag or hen parties will not be accepted.
In accepting your Booking the Company agrees to carry out all our obligations to you as described in our brochure, website and other documents supplied to you.
Once a Booking is confirmed by the Company, the individual who has made the booking (the principal client) is responsible for the balance of payments due. These shall be paid not later than eight weeks before the Booking is due to commence.
To avoid any misunderstanding all references to ‘the client’ in these conditions in regard to contractual responsibilities and obligations by either party (the company and the Client) extend to all individuals named on the booking form and any others subsequently added to the booking.
A Booking Form from the Company’s website must be sent/submitted either with payment or immediately after payment has been received. The Booking will not be considered binding until the Booking Form is received by the Company.
The Deposit is non-refundable unless we are unable to confirm your Booking, in which case it will be returned in full.
A Deposit payment of 25% of the rental is payable on Booking. An invoice will be issued for the Balance and Security Deposit, which will be due to be paid no later than eight weeks prior to arrival.
A Security Deposit will be payable to the Company for all bookings. This Security Deposit is held to cover any losses, damage and additional cleaning charges if the property is left in an unsatisfactory condition. In normal circumstances and if no additional charges are necessary the Security Deposit will be refunded within five working days of the end of your holiday.
For Bookings made less than eight weeks prior to arrival the full amount must be paid upon Booking
A change of holiday dates for the same property can be made subject both to availability and the payment of a £50 Administration Fee.
The confirmed booking and rental agreement is made on the basis that the Property is to be occupied by the clients for a holiday as mentioned in the Housing Act 1988 Schedule 1 paragraph 9 and the clients acknowledge that the tenancy granted by this agreement is not an assured tenancy and that no statutory periodic tenancy will arise when it ends.
When paying a Deposit, Cancellation Insurance must be booked with us unless adequate proof of alternative insurance is supplied at time of booking. If payment is made in full then Cancellation Insurance is optional.
The Company reserves the right to re-let any holiday where any payments due are more than 14 days in arrears, whereupon any monies paid by the client over and above the non-refundable Deposit and Cancellation Insurance Premium will be refunded. However, if the Company is unable to re-let the property for the same period the client will remain liable for the outstanding Balance due for the cost of the holiday.
In the event of cancellations not covered by Insurance, the Company will endeavour to re-let the accommodation, and if successful the balance of the cost of the holiday will not be due as in paragraph 5 above, or if already paid, will be refunded. However the Booking Fee and, if applicable, Cancellation Insurance Premium will be retained.
All properties supplied by the Company to clients are done so on the clear understanding they are to be smoke free, i.e. smoking is not permitted therein.
Pets are not permitted to stay in any of the Company’s properties. Exceptions will be permitted for Seeing Eye Dogs.
Lettings commence at 4.00pm on the first day of tenancy and end at 10.00am on the day of departure unless agreed otherwise in writing. The period cannot be exceeded unless the Company gives approval in writing and the Clients will be liable for any extra costs of whatsoever nature incurred because of any unauthorised extension.
Company representatives shall be allowed access to the Property at any reasonable time during any holiday occupancy.
In the event of there being cause for complaint concerning a Property, the matter should be taken up with the Company at once. It is important that this is done whilst the client is still at the Property so that an on-the-spot investigation can be made if necessary and remedial action taken if required. In no circumstances will compensation be considered for complaints raised after the holiday has ended when the client has denied the Company the opportunity to investigate the complaint and endeavouring to remedy matters during the holiday.
Under no circumstances may pets or people other than those specified on the Booking Form occupy the property.
The Client agrees to take good care of the property and the Client shall keep the Property and all furniture, fixtures, fittings and effects in or on the property in the same state of repair as at the commencement of the holiday. The Client agrees to leave the Property and its contents in the same state of cleanliness and general order in which it was supplied prior to vacating the property. If this is not so done the Company has the right to deduct a cleaning charge not in excess of the necessary repairs and work to be undertaken from the Security Deposit.
The Client will be responsible for the full cost of any damages or breakages and any exceptional cleaning and this liability is not limited to the amount of the Security Deposit held by the Company.
The Client will not cause any annoyance or become a nuisance to owners, tenants or occupants of adjoining premises and properties.
The Client must report and pay to the Company the cost of any damage or breakages made during their holiday occupancy. The Company reserves the right to make a charge where guests have contravened paragraph 17 that the Property should be smoke free. In order to comply with the Unfair Terms in Consumer Contracts Regulations 1999 the amount of such a charge should not be more than the cost of the cleaning. Any charge will be deducted from the Security Deposit.
The Client/Holidaymakers right to occupy the Property may be forfeited without compensation if: a) More people than specified on the Booking Form and/or the number the Property holds, attempt to take up occupation. b) Overnight guests are entertained without the Company’s express permission. c) Any activity is undertaken which may cause unreasonable damage, noise or disturbance. In these cases the Company reserves the right to re-enter the property and terminate the tenancy. Furthermore if additional people stay at the Property without the Company being so advised and giving approval then an amount of £35 per person per night will be deducted from the Security Deposit.
All prices quoted include VAT and Insurance Premium Tax where applicable at current rates.
The Principal Client or members of his/her party cannot hold the Company responsible for injury sustained or the loss or damage to any belongings during their stay at any of the Company’s properties. The Company accepts no liability for accident, injury, loss or damage sustained by any clients, their family, visitors, vehicles or personal effects however caused.
The person who signed The Booking Form (or, in the case of a Booking Form submitted via the Company’s website, the person named as the Principal Client) certifies that he or she is authorised to agree to the conditions of Booking on behalf of all persons included on the Booking Form, including those substituted or added at a later date. The signatory and/or the Principal Client must be a member of the party occupying the property.
In case of any discrepancies between these Booking Conditions and other contents of this website, or any printed material provided by the Company these Conditions shall prevail.
All prices are quoted in Pounds Sterling and all payments must be made in the same currency.
Bookings are only confirmed by Sherborne Cottages and Apartments on the condition that the resultant contract is subject to English law and must be interpreted and enforced in an English Court of Law.
Last updated: Sunday, May 20, 2018 12:00 AM
Some key terms are defined as follows, and throughout this document:
- Sherborne Cottages ("Sherborne Cottages & Apartments", "www.sherbornecottages.com", "we", "us", or "our") is the company that collects and processes Personal Data for the purposes described in this Policy.
- SCRUMPY Ltd ("SCRUMPY") is the company that we use for hosting our website, booking system & CRM (+ other functionality).
- Our Services are detailed in the 'About Sherborne Cottages' section.
- Personal Data is any information relating to an identified or identifiable natural person ("Data Subject")
The way in which we store data, process data and run our business is done in a GDPR compliant manner. Upon request we can provide details of data flow, a data inventory, a data breach policy, an employee dismissal log, details on the employee security training we have in place and more. Please follow the instructions in the contact section below to request any information not present in this policy.
In short, we only gather Personal Data we need, we only keep it for as long as is needed, we only use it for what we state below, you can request to correct/edit/remove it, we store it securely, we do not pass it to third parties unless otherwise stated and we aim to be transparent with how we use Personal Data.
About Sherborne Cottages
Sherborne Cottages is a vacation rental business. We advertise vacation rental properties, take enquiries about these properties, take bookings at properties, take payments towards bookings and provide other booking related services.
Sherborne Cottages uses SCRUMPY, an online website management & booking system to produce our website, keep track of bookings, enquiries, payments and more.
Sherborne Cottages is committed to the protection of Personal Data, including data that we use for our own purposes, and that we maintain on behalf of any property owners we may work with.
Collection and Use of Personal Data
Sherborne Cottages collects information, including Personal Data, for the following purposes:
- Improving our website's content and user experience
- Internal business purposes
- Facilitating and storing the details of online & offline bookings/payments
Your consent to this policy (where requested) is tracked.
This Policy is not intended to place any limits on what we do with data that is aggregated and/or de-identified so it is no longer associated with an identifiable individual (Data Subject).
The services of Sherborne Cottages are not directed to children under 16. If you learn that a child under 16 has provided us with Personal Data without consent, please contact us.
The use of our website by an individual classes them as a 'legitimate interest', visiting the site is enough to identify this, data associated with an individual's visit needs to be processed for efficient site operation. Any data collected will be used in a conservative way to help maintain the individual's rights & freedoms.
Improving our website's content and user experience
In the course of providing the website hosting services, SCRUMPY may receive, access, analyse, process and maintain Personal Data on behalf of us.
We determine the types of Personal Data that will be collected and used within SCRUMPY, how it will be used and disclosed, and how long it will be stored. For any questions relating to how your Personal Data is used by SCRUMPY which are not covered in this policy, please contact SCRUMPY directly via email: email@example.com.
SCRUMPY's Usage Information is collected, including information about how you are accessing and using our site. SCRUMPY directly uses information to understand and improve their services and exposes it to us so that we able to do the same for our business. Usage information may also be used to investigate and prevent security issues, abuse and fraud.
Internal Business Purposes
We may collect personal data from you through our Website (www.sherbornecottages.com), social media, over the phone, and other channels for the following purposes:
Responding to your enquiries: When you contact us with a comment, question or complaint, you may be asked for information that identifies you, such as your name, address and a telephone number, along with additional information we need to help us promptly answer your question or respond to your comment. We may retain this information to assist you in the future and to improve our customer service and offerings.
Informing you about offerings: We may use your contact information for our own marketing or advertising purposes. We do not sell or rent your Personal Data to third parties. You can opt out of these at any time by following the steps outlined below.
To Understand and Improve our Services and Website Service Usage Information is collected, including information about how you are accessing and using the Service. We use this information to understand and improve our Services, and to investigate and prevent security issues, abuse, fraud.
Facilitating and storing the details of online & offline bookings/payments
We collect Personal Data via our online booking form, over the telephone or via other channels to be able to store a record of who has (attempted to, confirmed, cancelled, etc) booked a property we may be or have been advertising.
Third Party Links
Third Party Tools/Services
We use a number of third party tools & services (sub-processors) that Personal Data may be sent to, including:
- Google Analytics: To help us gain an insight into the performance and usage of our website.
- Facebook: To help better target customers in advertising campaigns.
- FullStory: To help improve the user experience of our website by recording a sample of user sessions.
We have different timeframes on various elements of Personal Data that we hold dependent on its purpose. Once we no longer need to retain your Personal Data, we will make sure that it is deleted or anonymised.
We retain Personal Data provided for bookings indefinitely as these records form important financial evidence for tax purposes. We can at request de-personalise booking data, we may not be able to do this if we still need said Personal Data for tax or other legal purposes.
Disclosure of your Personal Data
As a matter of practice, Sherborne Cottages does not disclose, trade, rent, sell or otherwise transfer Personal Data, except as set out in this policy.
We may transfer or disclose Personal Data as follows:
Service Provider Arrangements
We may transfer (or otherwise make available) Personal Data to third parties who process it on our behalf for the purposes noted above. These third parties may access, process or store personal data in the course of providing these services, but based on our instructions only.
As of the date hereof, these third party providers include technical operations such as database monitoring, data storage, hosting services and customer support software tools.
Changes to our Business Structure
Sherborne Cottages may share or disclose data if we engage in a merger, acquisition, bankruptcy, dissolution, reorganisation, sale of some or all of Sherborne Cottages's assets, financing, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence).
Compliance with Laws
Sherborne Cottages and the providers we use may share or disclose Personal Data to comply with legal or regulatory requirements and to respond to lawful requests, court orders and legal process.
Enforcing Our Rights, Preventing Fraud, and Safety
Sherborne Cottages may share or disclose data to protect and defend the rights, property, or safety of us or third parties, including enforcing contracts or policies, or in connection with investigation and preventing fraud.
In short, the personal data you provide to us can be provided upon access, we protect it to the best of our ability, we can amend it for you upon request and remove it from our systems upon request.
If you have any complaints, concerns or queries about how we manage Personal Data, please contact us by emailing firstname.lastname@example.org. If you are in the European Union you have the right to complain to your local Data Protection Authority about the collection and use of your Personal Data.
Access and Correction of Personal Data
If we receive a request from an individual to access or update Personal Data we have collected we will endevour to respond to said request.
If you submit Personal Data via our Website or otherwise provide us with your Personal Data, you may request access, updating or correction and removal of your Personal Data by submitting a request to us via our contact form. We may request certain Personal Data for the purposes of verifying your identity.
How We Protect Personal Data
Sherborne Cottages takes security seriously. We take various steps to protect information you provide to us from loss, misuse, and unauthorised access or disclosure. These steps take into account the sensitivity of the information we collect, process and store, and the current state of technology.
To learn more about current practices and policies regarding security and confidentiality of Personal Data and other information, please see the Security Practices section; we keep that section updated as these practices evolve over time.
As a business both we and the third parties we trust, follow good security practices to help keep Personal Data secure.
Sherborne Cottages uses SCRUMPY, SCRUMPY is hosted on Amazon Web Services. As such, Sherborne Cottages inherits the control environment which Amazon maintains. In short web servers and databases run on servers in secure data centers.
SCRUMPY encrypts all customer data input via the website & booking management system both in transit and at rest. Communications between you and SCRUMPY (our website) are encrypted via HTTPS and Transport Layer Security (TLS) industry best-practices.
Access to Personal Data is limited via a user management system controlled within SCRUMPY. We ensure that anyone with access to Personal Data at Sherborne Cottages has an awareness of GDPR & good security practices.
In the event of a Personal Data breach we will endevour to notify the relevant legal authorities and inform the effected individuals within 72 hours of identifying said breach. If you believe you have discovered a personal data breach please contact us using the details below immediately.
Please contact us if:
- you wish to access, remove, update, and/or correct inaccuracies in your Personal Data; or
- you otherwise have a question or complaint about the manner in which we or our service providers treat your Personal Data.
Church House, Half-Moon Street, Sherborne, Dorset, DT9 3LN United Kingdom
Registered Office: Church House, Half-Moon Street, Sherborne, Dorset, DT9 3LN United Kingdom