The person named on the booking form will be considered the ‘lead booker’ and our contract will be with that person only. It is the lead booker’s responsibility to ensure that all members of their holiday party are aware of our Terms and conditions.
The payment of a non-refundable deposit within 48 hours of receipt of our confirmation dates are available secures your booking and payment of the deposit constitutes an acceptance of our Terms and Conditions. If your arrival date is less than 4 weeks following the initial booking, then payment in full is due at the time of booking.
If we have not received these in that time, it is possible that your provisional booking may be re-allocated. If you are having any difficulty making payment, please contact us immediately.
You must check the booking confirmation and notify us of any errors immediately.
Your final payment is due 4 weeks before your arrival date. We will email you a reminder shortly before your balance is due
We will acknowledge receipt of payments via email. If payment is not made by the due date or you do not contact us, your holiday dates will be treated as a cancellation and re-advertised.
We reserve the right to decline a booking.
If you are in breach of our Terms and Conditions at any time during your stay, you will be instructed to leave and it will be deemed that your holiday has been cancelled and you will not be entitled to any refunds or compensation.
Payment Methods
All payments can be made via BACS using Internet Banking. Our bank details have been provided in the booking email that will be sent to you.
Cancellation and Insurance:Once your accommodation is booked and the non-refundable deposit/full payment is made it constitutes a legal contract. Please be aware that the deposit is non-refundable under any circumstances. For your peace of mind, we strongly advise considering holiday insurance. In the event of a cancellation by Hafren Forest Hideaway Ltd, a full refund of payments made will be provided. If government restrictions apply, we will endeavour to arrange an alternative date. If this is not feasible, a full refund will be issued. Please note that no further compensation will be available.
Cancellations
All cancellations must be requested by email to info@hafrenforesthideaway.com
In the event of cancellation, all booking deposits are non-refundable and cancellation terms are as follows:
More than 4 weeks before arrival: if full payment has been made you will be refunded 50% of the booking fee, less the original non-refundable deposit will be refunded
4 weeks or less before arrival: none of the payment will be refunded
Cancellations or alterations to your booking by us:
Occasionally bookings may have to be changed or cancelled by us due to unforeseen circumstances or reasons beyond our control, for example fire, flood, exceptional weather conditions, destruction/damage to the property or personal circumstances (“force majeure”). Should this occur, we will contact you as soon as is reasonably practicable to inform you of the situation and provide a full refund of all monies paid.
If we need to terminate your holiday early during your stay due to unforeseen circumstances or reasons beyond our control, you will be refunded part of the accommodation costs based on the time remaining of the booking. This will be the full extent of the liability of us, the Owners, and no additional compensation, expenses or costs will be payable. We strongly recommend that all guests take out appropriate travel insurance.
Additional Guests
The maximum capacity of Hafren Forest Hideaway is 13 people plus 3 infants (under 2 years old). No-one other than those named on the booking may sleep at Hafren Forest Hideaway. If you wish to add additional guests up to the maximum capacity following booking, then please inform us before arrival. If you arrive with more guests than our maximum capacity or has been agreed, they will be asked to leave immediately, and you will be considered in breach of our Terms and Conditions.
Children must be supervised at all times both inside and outside the property.
Dogs – we are dog tolerant. Please see our Dogs terms and conditions at the bottom of our webpage.
Insurance.
In your own interests, you are strongly recommended to take out adequate insurance cover against personal accident or injury, or loss and breakage of personal property and equipment, and any cancellations.
Hafren Forest Hideaway Ltd, will not be liable for any illness, injury or death sustained during your visit. Hafren Forest Hideaway Ltd are not responsible for any loss or damage to your personal items or property. It is the responsibility of all guests to secure the property when not present, including shutting all windows. Hafren Forest Hideaway will not be held responsible for any theft or damage caused by break-ins if guests have not secured the property when left unattended.
Cleaning / Breakages / Damage
By making a payment, you agree that in the event of any damage caused during your stay, you will be responsible for covering the costs to repair or replace the damaged items. While we do not require a damage deposit, your agreement to these terms ensures that our property remains in excellent condition for all our guests.
When we hand Hafren Forest Hideaway over, it will be clean and in good order. Please leave it as you found it. We are sure that you will respect the property and its contents, but we recognise that accidents happen. Breakages and damage (including damage caused by pets) other than normal wear and tear will need to be paid for, but only at cost. Please inform us of any damage/breakages immediately so that we have time to rectify these prior to our next guests’ arrival.
You are legally bound to reimburse us for repair, replacement, or additional cleaning costs on demand.
Should the cottage be left in a condition where additional cleaning is required above and beyond what it reasonably to be expected following your stay, then an additional charge will be made at £25 per extra hour needed, plus any other necessary associated costs.
Right of Entry
We reserve the right to enter Hafren Forest Hideaway for the purposes of inspection or to carry out any necessary repairs or maintenance. Whenever possible we will give prior notice to guests to agree a convenient time to enter Hafren Forest Hideaway. In the case of emergency maintenance repairs, such notice may not always be possible.
Hafren Forest Hideaway Ltd directors Sarah Hackshall and Darren Hackshall have the right to visit the premises for the following reasons: -
· If they believe the property is being mistreated.
· If they have received complaints from the neighbours.
The owners of the accommodation (Sarah & Darren) have the right to ask you to leave if they believe you are being antisocial, mistreating the property, or not following the agreed conditions of hire, without refunding your payment.
Electric Vehicle Charging
Charging from a 13amp socket is not permitted at the property. There are no facilities to charge your Electric Vehicle, we can charge EMTB bikes but we need to know you wish to do so, as there are certain rules we need to follow as per our insurance policy.
Liability
As far as the law allows, Hafren Forest Hideaway will not be liable for any damage, loss or injury to you or any of your party or your/their property or vehicles as a consequence of this agreement or the occupancy. You indemnify Hafren Forest Hideaway against loss, damage or injury sustained to the property or any persons as a result of any breach of these conditions or arising from the fault of you or any member of your party.
You also agree to the following conditions when hiring our accommodation: -
Check in 16:30. Check out 10:00
On the day of your arrival please let us know when you are an hour away.
On entering the accommodation, you will enter the boot room, we ask that all muddy outdoor clothing and footwear are removed in this room. We provide plenty of hangers for you to use. There is an outside hose, please wash muddy items outside, away from the door before placing in our drying room. No wet clothing in the bedrooms, hang it out to dry in the boot room.
Our boot room has a washing machine and tumble dryer we have an honesty box and if you choose to use these, we ask you follow the instructions on the wall by the machines. If you have any allergies to washing detergent, you will need to provide your own detergent.
When leaving the building for days out etc, the building must be left secure, all windows closed. The main door is locked and the key to the accommodation must be taken with you, and not left in a safe place. Please make sure all lights are turned off, and you have turned the extractor off in the kitchen.
Drinking water is available from the kitchen taps only, due to our water being from a natural source and the water in the kitchen has passed through a filtration system. You are more than welcome to bring bottled water to drink if you prefer. It is advised groups with infants, toddlers and breastfeeding mums bring bottled water, due to the minerals in our water.
Log Burner
If you choose to use the log burner, you understand the log burner will be HOT to touch, and you must use the protective gloves provided when opening the door or topping up the wood during use. We supply a fire guard for your use if required. The fire guard must remain in place when using the log burner if you have children in the accommodation. We provide sufficient logs for our wood burner, if you require further logs, please let us know, as we ask that only the wood we provide is used in the burner.
Bedrooms
Your bedrooms will be made up and ready for you.
Do NOT remove the mattress protectors.
Linen includes pillowcases, bottom sheets, and duvet covers. The beds will be made ready for your arrival.
Please do not remove mattresses from beds or move the beds.
Please do not bring personal sleeping bags or bedding into the accommodation.
Please do not strip the beds, just fold back the duvets of the beds you have used.
Please do not leave phone chargers plugged in and left unattended.
Shower Rooms
Towels are provided, please do not take these off the premises, if you wish to visit the beach or take part in water sports, we ask you to bring your own towel. Hand towels are provided in the shower rooms and WC.
We provide you with at least 13 toilet rolls, please make sure you bring more as you will be surprised by how much toilet roll you will use.
Yes, to toilet roll, toilet roll is allowed down the toilets.
NO to the following- Sanitary items, facewipes, nappy wipes or wet wipes or any other items other than toilet roll must NOT be placed down the toilets but placed in the bins provided. (Ladies should bring nappy sacks to place sanitary items in and then place in the bathroom bins)
The water in the shower rooms is NOT drinkable.
You understand our HOT water is HOT, our showers are electric, and you have control of the temperatures each time you use them, you should check the temperature of the shower before you use them. This should be noted especially if you have children with you, please do not let children use the showers without supervision.
We provide a mop and bucket for your use; we ask that you use this to ensure the floor does not become flooded.
Mobile Phone Service
Due to the idyllic location of the Hafren Forest accommodation, mobile service is limited and can be intermittent. We have also chosen not to install terrestrial TV, however we have a smart TV for your use, so remember to bring your passwords to Netflix, Prime etc.
Wifi / Internet
We provide free Fibre internet for our guests, however, due to our isolated position, it can occasionally be interrupted, and we cannot be held responsible for this. You agree to reasonable and lawful usage of this service and accept that, if WiFi is not available due to a fault from a supplier or a power cut, you will need to use your own data and we will not be held responsible for this. Look for Hideaway Wifi Code Maisy2017
Rubbish and recycling.
To NOT leaving rubbish outside of the building or throw any food items in the grounds around the building. You must use the bins provided. All rubbish must be placed in a bin bag.
To not leave bin bags out overnight, or in the grounds, please place them in the bins.
Please recycle the following in the bins provided, glass, plastic, tins, and cardboard and food waste. (Please wash out items before placing them in the bin)
Outside the building
To respect and consider our neighbours and ensure noise level is kept to a minimum especially when outside the building and NOT to play loud music, especially after 22:00 hours.
You are more than welcome to use the fire pit, you are to keep to the area designated, and understand that using an open fire can be dangerous and can cause harm so caution must be taken, and only use the allocated wood provided, you are welcome to bring your own.
We operate a strict NO smoking policy within the accommodation, a fire alarm system is in place, you must not smoke near our storage areas for gas, oil, bins or recycling. Please place your butts in the bins provided. Please make sure you don’t throw the butts on the ground.
Chinese lanterns are NOT permitted at any time due to our proximity our location within a farming community and Welsh Law.
Fireworks – are NOT permitted due to our neighbours having horses and being within a farming community.
The day of departure
You must hand the accommodation over to Sarah or Darren. Departure Time 10:00am
To leave the accommodation in a clean and tidy state, please: -
· Sweep through before you leave.
· Put the towels in the main shower room.
· Do not leave any food or drink in the fridge.
· To wash up and put items away.
· Report any damage or breakages.
Sarah and Darren are happy to chat through the above and to help you with any questions you may have. We are also happy to make arrangements for you with regards to food deliveries or discuss catering or cleaning facilities if you require these as extra. Please call us on 07871740514
To report any damage, or items not working on arrival to Sarah or Darren Hackshall on the accommodation contact number 07871740514
The terms and conditions of all agreements made with Hafren Forest Hideaway Ltd will be subject to and governed by UK Law.
Fire Health and Safety information – following new Fire Regulations 1st October 2023 we must inform you of the following:
1) No smoking
a. In the accommodation
b. By our oil tank
c. By the refuse area
d. By our gas cylinders
2) If you use our tumble dryer, please empty the tumble dryer before going to bed, and clean the filter. Do not leave the tumble dryer on when you are not in the building.
3) When using the log burner, you must only use the logs we have provided, do not leave the door open to the log burner, when in use. The log burner must not be left lit when the building is vacant.
4) Do not deep fat fry any food.
5) Do not bring extension leads into the Hideaway to use.
6) Do not bring candles into the Hideaway. (Birthday candles for cakes are acceptable)
7) Please close the following doors before you go to bed.
a. Kitchen
b. Lounge
c. Boot Room
d. Main corridor to bedroom area
e. Bedrooms
8) Please check any electrical appliances you are bringing into the building to make sure they are fit for use.
9) Please note there are fire exits from the bedroom corridor, the lounge and dinning room, and the boot room. The fire exit from the bedroom corridor leads to an exit route down a small bank, which is not wheelchair accessible.
10) We do not allow electric cars or motorbikes to be charged from our building as we do not have electric charging points installed and granny charging is not allowed and will invalidate our insurance.
11) Please let us know if you wish to charge your Electric Bikes (cycles) and we will inform you of the fire rules at the time of your visit.
ACCURACY OF DETAILS: The website is as accurate as possible but cannot be guaranteed, nor do the descriptions form any contract. Whilst every effort is made to ensure the accuracy of the images and property description, the facilities and services may alter. We reserve the right to alter or improve any of the details without notice.