Please note the term ‘owners’ includes their nominated representatives
Reservation of property: after reserving your property, you will receive a confirmation of reservation, normally by email, and a request for payment and completion of a booking form. You can also make payment at the time of booking.
Payment & confirmation of booking: a deposit of 25% 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, we reserve the right to put the property back on general availability. The balance of payment is due 8 weeks 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 8 or less weeks to arrival, full payment is due at the time of the booking. General information about your stay at Gitcombe 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, if you have paid by credit or debit card, you hereby authorize us to debit up to £100.00 from that card in respect of this. If the cost is greater than this, we will separately seek the balance of these costs. We may also request a separate, refundable, security deposit in advance of your stay.
Prices: are inclusive of VAT, at the current rate, and include utilities, bed linen, towels (not cot linen or pool/beach towels), cots, high chairs, bed guards, child booster seats (where available), BBQs (no BBQ in Hayloft), logs and use of all our published facilities.
Cancellation: should you cancel your holiday with less than 8 weeks (56 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.
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.
Housekeeping – your property 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 eighteen 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 Gitcombe, 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. If you have occupied more than one property, and shared catering arrangements, the correct inventory must be returned to each cottage. 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. If you have paid by a credit/debit card, you hereby authorize us to debit up 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 on site at Gitcombe, including your cottage and the grounds.
Pets: we do not accept pets and petsare not permitted anywhere on site. Visitors with dogs are not permitted to leave their dogs anywhere on site, including in a car. Please note that this excludes the owners’ pets and those of their personal guests.
Occupancy & use: use of the property 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 your property (see www.gitcombe.co.uk, cottages section). 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.
Please note that whilst occasional day guests/visitors are welcome, we do not consider it reasonable or fair to other paying guests, for non-resident visitors/guests to visit you at Gitcombe most or every day of your stay.
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 Gitcombe. 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 unattended whilst using, or in the vicinity of, the swimming pools, hot tub, sauna or steam rooms, nor leave them unsupervised whilst using the outdoor play areas or indoor play room. When using the swimming pools, all children under the age of 16 much be attended by an adult, who can swim. Please wear suitable tennis/sports shoes at all times on the tennis court, to protect the court surface. 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 open fire, log burners, or barbeques, ensure that the fire is safely out when you leave the property and/or go to bed. Please use a fireguard where appropriate. Never leave a fire unattended.
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.
Facilities for babies: each cottage is equipped with a travel cot and shallow base (not bed linen), high chair and bed guard. Stair gates are fitted to most, but not all staircases, please check if necessary. There are plates, bowls, tumblers and cutlery suitable for children. Socket covers are available by prior request.
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. If you request the return of your property within this timescale we will post it back to you. You will be charged the postage for returning any left property. If these items are exceptionally heavy or bulky, we may ask you to make your own arrangements for the collection of such items. We do not accept responsibility for the safety or safe transit of any items that we return. We return property using the standard (unrecorded) Royal Mail delivery service.
Complaints: we hope that you enjoy your holiday with us. However, if you do have a complaint about any aspect of your stay at Gitcombe this must be raised with the owners as soon as possible and before the end of your stay at Gitcombe, 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 01803 712678 and leave a full message, including your contact number, on the office answer machine. Or call Peter O Brien on: 077305 75376. We will not consider retrospective complaints.
Special Offers: The Gitcombe Estate (GE) 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. GE reserves the right to remove the offer at anytime.
If you have any worries or concerns please do not hesitate to contact us on 01803 712 958.
We take every reasonable precaution to ensure that our website, general information and provision of facilities are accurate and as stated. Please check with Gitcombe 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, for whatever reason, including routine or exceptional maintenance. Nor can we be held liable for accidents to guests or loss or damage to their belongings or cars.
Previously featured in the Best 50 Cottages for Summer as voted by The Sunday Times
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