HILLFIELD COTTAGES & COUNTRY HOUSE
BOOKING INFORMATION
Conditions of Letting
Telephone Bookings
It is easier, quicker and better to book by telephone first. The number to call for Coast & Country Cottages our booking agent is 01803 839600 or fax 01803 835744. They operate an answer phone service if the office is closed. You can also book on line with Coast & Country Cottages. Your telephone booking will remain firm and they will send you a booking form, which should be completed and returned with the initial deposit of one third within seven days. Coast & Country Cottage charge a standard booking fee of £20.00 to cover the administration of the booking.
Short-Notice Bookings
Booking early is best for securing your first choice, but if you are booking within four weeks of your holiday, last minute vacancies can occur, and our booking agent Coast and Country Cottages can offer some of these holidays at attractive discounts. Please remember that we will need full payment of your holiday if you are booking within six weeks of your start day.
Cancellation Protection Payment
There can be few circumstances more upsetting than being forced to cancel or cut short a carefully planned and eagerly awaited holiday. It is even more upsetting when you are still responsible for the full holiday charge. The cancellation Insurance Protection Scheme provides a wide range of cover. Please call Coast and Country Cottages for details.
Security Deposit
Where indicated on the property details, a Security Deposit is payable with, and in addition to, the balance (or full) payment of the holiday. The deposit is held in lieu of the obligations set out and deductions will be made where applicable. The Security Deposit is normally refunded in full within 14 days of departure, subject to a satisfactory inspection of the Property by the Owner, Agency or nominated representative.
Arrival and Departure
Arrival and departure days are usually Thursdays, Fridays and Saturdays, but short breaks or out of season bookings can start any day of the week to suit you. Your cottage will be ready for you to take over at any time after 4 p.m. at the start of your holiday. You will receive full travelling instructions after you have paid your balance of hire charge. Please do not arrive early, time is required to thoroughly clean and check the cottages between lets. For the same reason, please note that you should leave your cottage by 10.00 a.m. on departure day. All our cottages are thoroughly cleaned between holidays. However, because only a limited period is available in which to clean cottages, we ask that you leave the cottage and its contents clean and tidy.
Damage
All loss, damage, breakage and repair are the responsibility of the Hirer, and their cost shall be refundable on demand. Any damage or breakages to the Property, fittings or equipment must be reported to Hillfield Cottages & Country House immediately. However, minor damage or breakages may not be charged if reported at the time, (at the discretion of Hillfield Cottages & Country House).
Heating
Various forms of heating are available. Individual property descriptions are available in our brochure and on the web site, Please ask if still unsure.
Pets
No Pets are allowed at Hillfield Cottages & Country House, please note you may see some Cat’s & Dog’s in the Village belonging to the adjacent farm and other residents not associated with Hillfields.
Linen
Bed linen and towels are provided but you will need to bring your own swimming/beach towels. Please bring your own linen for use with our travel cots.
Visitors with Mobility Difficulties
Generally speaking, the access to the cottages means that most of the properties would be unsuitable for people with wheel chairs, although Garden Apartment, Terrace Apartment, Valley Views, Coachman’s 1 & 2 and Gardeners Cottage are suitable for wheelchairs and the Stables & Coach House Cottage have ground floor bedrooms and toilets. Please check details of suitability, especially if wheelchair access is essential.
Party Size
In no circumstances may more than the maximum number of persons, as stated in the brochure, and or the number of persons stated on the booking form occupy the property. Babies must be included in the party total. The owners reserve the right to refuse or revoke any bookings from parties, which may, in their opinion, be unsuitable for the property concerned. The hirer is responsible for the property and is expected to take all responsible care of it. All equipment, utensils etc. must be clean and the property must be left clean and tidy at the end of the hire period.
Amenities
The use of the amenities, where offered, such as the swimming pool, children’s play area etc. is entirely at the user's risk and no responsibility can be accepted for injury, loss or damage to the user or visitor's belongings. Use of our swimming pool is free of charge opening times of our pool will be advised on arrival and dependant upon time of year of your booking. For both your safety and enjoyment we request that you familiarise yourself with the rules of the swimming pool prior to use.
Complaints Procedure
If the hirer is not entirely satisfied with the accommodation offered, they should contact Hillfield Cottages & Country House immediately and we will attempt to resolve the problem. Compensation will not be offered where the Tenant has denied the Owner's the opportunity to rectify matters during their holiday.
Tenancy Conditions
1. A deposit of one-third the rent is payable on confirmation of bookings. The balance of the total rent is due 42 days before commencement of tenancy. If the balance of the total rent remains unpaid, the Hillfield Cottages & Country House reserves the right to re-let the property and the deposit payment will be forfeited.
2. Upon payment of the deposit and subject to the acceptance of the booking, the applicant becomes liable for the balance of the rent for the full period of the letting.
3. Under no circumstances shall the maximum accommodation indicated for a cottage or house be exceeded or the number of guests on the booking form is exceeded.
4. Tenants are liable to pay for any breakages or damage at replacement value.
5. Before tenant's arrival, the Cottage, Apartment or Chalet will have been thoroughly cleaned; Tenants are requested to leave the accommodation as far as possible in the condition that they would like to find it, i.e. all crockery, cutlery, kitchen utensils, cooker, refrigerator, baths and sinks in a clean condition and furniture in its proper place. The Owners reserve the right to make a charge for any tenant who leaves the house or equipment excessively dirty.
6. The tenant undertakes to pay all charges for electric current supplied to the premises if applicable during the letting, and for all telephone calls made during the letting.
7. No Pets are permitted at Hillfields. Local Kennels are available ask for details.
8. Tenants are requested to respect the wildlife, farm animals and the Country Code of Conduct.
9. The Hillfield Cottages & Country House shall not be liable for any loss, damage, expenses, accident, injury or inconvenience whether to person or property which the applicant or any other person may suffer or sustain arising out of or in respect of any letting.
10. The Hillfield Cottages & Country House gives all information and makes all statements in good faith, and uses its best endeavors’ to check, as far as it is reasonably able, all information given to the applicant. The Hillfield Cottages & Country House shall not, however, in any event, be liable for any damage or loss resulting from information given or statements made whether made orally or in writing.
11. The property owner or his representatives shall be allowed access to the holiday accommodation at any reasonable time during any holiday occupancy.
12. If you have a complaint during your stay, please contact Hillfield Cottages & Country House Reception immediately. No complaints can be considered after your departure from the property.
VILLAGE RULES
The expression “you” refers to the holiday cottage guest and the expression “we” refers to the Hillfield Cottage & Country House.
Permitted Number of Occupiers
Your holiday accommodation should only be used for the number of occupiers it was designed for, with the exception of one or two visiting guests. The maximum occupancy or the number of guests on the booking form for each accommodation must not be exceeded.
The Season
Full 12 months.
Visitors to the Holiday Cottage
The village is private property and we reserve the right to refuse anyone permission to enter the village. Visitors arriving or leaving between the hours of 10pm to 8am must do so as quietly as possible so as not to cause a nuisance to others. No sales people or traders may enter the park without an appointment.
Ejection on grounds of behaviour
We are entitled to eject anyone from the village who persistently acts in a manner likely to upset or annoy other users of the village or our staff or who is guilty of a criminal offence.
Drainage system
Do not introduce any foreign items to the drainage system including chemicals, cleaning cloths, baby’s nappies, and sanitary towels, condoms, cooking fat, engine oil, grease or paint. Any of the above will have a serious effect on the village treatment plant. Please use the cleaning products provided, as these have been especially selected for use with our treatment plant.
Tents
You are not permitted to erect tents in the village.
Digging
You must not dig any hole in the ground in the village.
Washing lines
The village has discrete rotary washing line for the use of all Guest’s; no washing may be hung from windows or outside any cottages.
Vehicles
In the interests of security, you must inform us of all your car registration numbers, contact number and update as necessary. We permit cars onto the village for the purposes of access to your holiday cottages. They are not to be used to drive around the village. Speed should be kept to an absolute minimum and pedestrians must be given priority. You must adhere strictly to the speed limit in the village. All vehicles must be taxed and insured. All drivers must hold a current full driving licence and insurance. No learner drivers. No children driving sitting on Dads knee. No vehicle except a private car is permitted into the village and motor homes, lorries, vans or commercial vehicles of any sort are permitted only by prior arrangement. Quad bikes, trial bikes and skateboards are not permitted on the village. Cycles must adhere to the 5 mph speed limit and keep off the grass.
Behaviour
Please respect the privacy of others using the village and keeps noise to a minimum especially between the hours of 10pm and 8am. Please be mindful of excessive noise when using the external hot tubs and decking in the early hours and evening hours. Hot tubs should not be used between 10pm- 8am.
Pets
No Pets are allowed at Hillfield Cottages & Country House, please note you may see some Cat’s & Dog’s in the Village belonging to the adjacent farm and other residents not associated with Hillfields.
Children
Children are the responsibility of their parents or guardians at all times. Children are to be supervised at all times so as they are not a danger to themselves or others. You are responsible for all occupiers of your holiday accommodation. Children may not ride bicycles, scooters, so as to cause a nuisance or undue noise.
Swimming Pool
You must follow the procedure for use of the swimming pool and all the separate rules applicable to the pool.
Rubbish
Household rubbish must be deposited in the village recycling area. Please recycle refuse where possible.
Liability
Neither Hillfield Cottages & Country House, nor its servants or agents accept liability for any personnel injury, loss or damage which neither the applicants nor their property may sustain during the period that they are at Hillfield Cottages & Country House, Dartmouth, South Devon, TQ6 0LX
Teenage or all male / female groups.
We do not allow teenage groups or all male/female groups. If found on the village they will be asked to leave. Guests are responsible for the conduct of their children. Small children should not be allowed to play unsupervised.
Security
Hillfield Cottages & Country House is not responsible for the loss, theft or damage of any property on Hillfield Cottages & Country House. Guest’s must ensure that their property is fully secure.
Fire
Call the fire brigade from the nearest telephone (reception or payphones in Laundry Room). Attack the fire using the fire fighting equipment provided in the Kitchen of your unit, if is safe to do so. The designated fire assembly point is outside the reception building.
Ball Games
Separate areas are reserved for ball games (particularly football and cricket) to prevent damage to property. No ball games may be played anywhere other than these areas.
Communications
Telephone messages are only accepted at the office in special circumstances and the management does not accept responsibility for the correct delivery. Letters, parcels etc will be accepted at the office and held for collection, but the management does not undertake to advise the consignee.
Behaviour
If any crime or misdemeanours is committed on or off the Village by any person occupying a cottage the management reserve the right to exclude that person from the Village or cancel the agreement to occupy the cottage. Where no crime is committed but activities such as causing a nuisance, rowdiness, etc result in investigations in the village by Police, the above clause also applies. We expect everyone to have courtesy, respect and consideration at all times to neighbours and cottage owners. Bad language, unruly and intimidating behaviour will not be tolerated.
Excessive noise during the day that spoils others enjoyment of the peace and tranquillity of the village is not allowed, and of course, there must be complete quiet between 10.00pm and 8.00 am. In particular, do not make any excessive noise when returning to the cottage after a ‘good night out’. Please be considerate to your neighbours. External radios and C.D players and any other noise omitting devices should only be used with headphones.
Please follow our environmental code
Climbing in any way must not damage trees, shrubs, fences etc. Stones and sticks, which can damage cutting machines, must not be left on the grass. No guns, catapults or bows and arrows may be used. No lines of washing can be hung. We believe we have a duty to care for the environment. You can help by reading the code and following the suggestions.
Energy conservation
We are gradually replacing all our bulbs with low energy, long life bulbs. We have replaced our old inefficient boilers with new efficient boilers. Please try to conserve energy whenever possible.
Thoughtful purchasing.
We aim to use totally chlorine free paper which is either recycled or from a properly managed source. We use local producers or suppliers whenever possible. Please think environment before making any purchase.
Recycling
We recycle all our waste paper, bottles and tins. Garden refuse and food scraps are composted. Please use the recycling area daily when leaving the village.
Transport
We use lead free petrol or diesel for all our vehicles. The best way to cut down on pollution is, of course, to walk, cycle or use public transport. Bus timetables and details of our local paths and cycle ways are available in your information folder and Reception. Try to use public transport whenever possible.
Flora & Fauna
Hillfield Cottages & Country House is becoming an environmental "safe haven". In urban areas, this is obvious but in rural areas, it is also true. Many farms use pesticides, insecticides, herbicides etc and have fewer places for wild life to live, e.g. hedgerows, wild areas, old buildings, etc and therefore can no longer support the same amount of wild life they used to. We have planted hedgerows, trees and bushes to complement the existing mature trees and bushes. We have uncut areas, dead wood is left in places and bird, bat and owl boxes have been built. As a result we are able to support a large number of wild plants, birds and animals. Please respect the trees, bushes and flowers, instruct your children not to damage them. Please respect the wild life, instruct children not to chase, harm, frighten or kill them.
Local Environment
We are in an "Area of Outstanding Natural Beauty", and the Dart Estuary is a "Site of Special Scientific Interest". Many beautiful places of enormous environmental importance are a short distance away - Details of many interesting local places to visit are available in your information folders and at the reception office. Please take the time and effort to experience our local environment to the full and we are sure it will make your holiday even more rewarding and fulfilling.
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