Greentrees Estate & Estate Cottages 

BOOKING TERMS AND CONDITIONS

1       ​Definitions
1.1​   ‘The Owners’ refers to Greentrees Estate LTD, Greentrees Estate, High Street, Balcombe, Haywards Heath, RH17 6JZ 
1.2​   ‘The Property’ refers to Greentrees Estate / The Olive Apartment/ The Beech Cottage/ The Willow Apartment/ The Silver Birch Cottage/ The Ash Cottage/ The Chestnut Cottage/ The Pine Cottage/ Estate Cottages.
1.3    ​‘Booking Deposit’ refers to a deposit payable on the booking, when the booking is made more than three months before the rental date.
1.4    ​‘Balance’ refers to the payment due three months before the stay.
1.5    ​‘Security deposit’ refers to money held by the Owners against any damages or additional cleaning required after the stay.  This payment is due at the same time as the balance.
1.6    ‘Force Majeure Event’ means any circumstance not within a party’s reasonable control including, without limitation: acts of God, severe floods, droughts, earthquake or other natural disaster epidemic or pandemic, terrorist attack, civil war, civil commotion or 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
1.7    ‘Key Facts’ mean the key facts on the Property website which relate to the facilities within the property.
1.8    ‘Property’ means the property let or to be let by the Owners to You [to include the Property’s grounds and any outbuildings].
1.9    ‘Rental Period’ means the number of days for which the Property is agreed to be let to You by the Owners in accordance with the Booking Form.

2       Basis of Contract
2.1    The submission of the Booking Form by You constitutes an offer to take a letting of the Property from the Owners in accordance with these Conditions.
2.2    Where You are also a Party Leader, You are responsible for compliance with these Conditions and the Contract by all members of the party.  ‘You’ shall also mean any member of your party, unless stated otherwise.
2.3    At the time of booking You must be over the age of 18 and you must be in attendance at the Property for the duration of the period in which any member of the party is in occupation of the Property.
2.4    Your booking of the Property shall only be deemed accepted by the Owners upon Written Confirmation of the following, at which stage a contract will be made between You and the Owners:
          2.4.1      Confirmation that you are over the age of 18 (and the Owners reserve the right to ask You and any member of your party for certified photographic ID to confirm the same, copies of which may be retained by the Owners for as long as is reasonably necessary);
          2.4.2     The Owners consent to let the Property to You for the period and duration submitted on the Booking Form;
          2.4.3     Receipt by the Owners of the Booking Deposit, or if booked less than three months before the Rental Date, payment of the Balance; and
          2.4.4     Receipt by You of written confirmation by the Owners that the above matters have been concluded and that the Property is available (‘Written Confirmation of Rental’).
2.5    By submitting the Booking Form, you confirm that You will assume responsibility for the whole party and for compliance with these Terms and Conditions.
2.6    Save where refusal would be unlawful, the Owners have the right to refuse any Booking, without reason.
2.7    Should the Owners refuse your booking, any monies paid by You will be returned within five business days and (save only where refusal would be unlawful) the Owners shall have no further responsibility or liability to You.
2.8    Any disputes or queries with respect to these Conditions, or any other matter, will be dealt with by You as the party leader.
2.9    The Contract creates a license to occupy for the purposes of a holiday [and not for any business purpose] and nothing in the Contract or these Conditions shall create the relationship of landlord and tenant between You and the Owners.
2.10  The Owners provide no promise with respect to the quality of the services provided by third parties at the Property, including, but not limited to, internet service, telephone reception and television reception.
2.11   The maximum number of occupants at the Property shall be the number stated on the Booking Form.
2.12   If visitor numbers are expected to exceed 25, at any time, prior permission must be granted in writing by the Owners.
2.13   At the time of booking you must provide the Owners with a list of the occupants in your party, which must include the name, address and age of each person.  Should this list change at any time prior to the Rental Date, you must inform the Owners immediately and this must be no less than seven days
          before the Rental Date.  You will also provide the Owners with an updated list of occupants.  The Owners may withhold consent to the change if, in their reasonable opinion, the change is materially detrimental to them.  If a charge for extra guests is applicable then the funds must be received in full no less  than 72 hours before the Rental Date.
2.14   If during the Rental Period the person occupying the Property during the Rental Period varies from the list provided by You, and the Owners have not consented to the change, the Owners may by written notice to You, immediately terminate the Contract without liability and gain access to the Property in
          accordance with clause 8 and 9 below. 
2.15   If the nature of your stay differs from that stated in your Booking Form and the Owners have not consented to the change, the Owners may by written notice to You, terminate the Contract without liability and gain access to the Property in accordance with clause 8 below.

3       Advertisement of the Properties
3.1    The Owners make all reasonable attempts to ensure that the information provided in relation to the Property and service are accurately stated on all literature, including the Property website.
3.2    The advertisement of the Property is intended to create a general idea of the Property and whilst all reasonable efforts have been made by the Owners to ensure that information on the Property’s Website about the Property and its facilities and services is kept up to date, there may be some differences
         between the description on the Property Website and the actual state of affairs at the start of the Rental Period.  In these circumstances, the Owners accepts no liability to You unless the relevant information has been previously verified to You in writing by the Owners or the Owners’ representative.
3.3    Where the Owners have suggested local attractions, these are provided for information purposes only and the Owners cannot be responsible for any lack of availability of local attractions during the Rental Period.

4       Bookings
4.1​    All bookings are conditional until confirmed.  Bookings and offers of bookings are all subject to availability.  
4.2   ​ When you submit a booking via the online reservation system you will receive an automatically generated booking summary by email to the email address you provide in your booking form.  This does not form a contract.  A contract shall only arise when your booking is confirmed in writing by a letter of
         confirmation sent by email or post directly from the Owners.  
4.3   ​The Owners retain the right to refuse or cancel any booking, for whatever reason, within 48 hours of the booking being received in which case any monies paid over will be refunded in full.  
4.4   ​The leader of the party making the booking – the Client – must be over 21 years of age at the time of booking.   This person will assume responsibility for the whole party and for complying with these conditions.
4.5​   The maximum number of occupants at the Property shall not exceed the number stated on the booking confirmation.  If anyone else occupies the Property without prior consent, the Owners may terminate the booking immediately.
4.6   ​Please check all booking details carefully and inform the Owners of any incorrect information immediately.
4.7​   The Client makes the booking as a consumer and agrees that the Owners accept no responsibility for any business losses however incurred.
4.8   Pricing by the Owners is regularly reviewed.  The Owners reserve the right to increase or discount prices as required to optimize bookings.  If a promotion or offer is advertised after the date that you have confirmed your booking then the price payable by You is as shown on your Booking Confirmation.  You
        will not be able to take advantage of offers placed on similar dates, after your booking has been confirmed for your specific date.  Occasionally rates will increase between the time you are quoted or given availability and making the Booking by paying the Booking Deposit.  It is completely at the Owners’
        discretion to honour any quoted rate and may depend on times lapsed between Enquiry and paying the Booking Deposit.
4.9   Prices quoted to and paid by you includes VAT at the current rate  at the time of booking.  The Owners reserve the right to recover any increase in VAT at a later date that might arise on payment balances should there be a variation in the VAT rate at the time of the confirmation of the booking.

5​       Booking Deposit
5.1​    Once the booking has been confirmed a booking deposit for 30% of the rental is due within seven days of the invoice date for the payment.  This is non-refundable unless the Property can be re-let for the same dates.  
5.2    ​If the stay is within three months of the booking confirmation, the total plus security deposit (see clause 7) are due immediately.

6       Balance
         The balance and security deposit are due three months before the rental date.

7       ​Security Deposit
7.1​    The Properties will have been thoroughly cleaned and checked before each stay.  If you find any issues with the state of the Property please notify the House Manager as soon as possible after arrival.  Any losses or damages thereafter will be the Client’s responsibility and should be notified to the House             Manager before departure so that any charges can be agreed if possible before you leave.  All such charges will be deducted from the security deposit.                   
7.2   ​ Following an inspection of the Property after the rental period any charges for damages, additional cleaning, missing items or costs incurred for breaches of these Terms and Conditions will be deducted from the Security Deposit.    Should these exceed the Security Deposit the Owners will invoice the party
         leader for any shortfall.
7.3​   Should the behaviour of any member of your party render the Property unfit for subsequent lettings, you shall indemnify the Owners for any losses incurred by them over and above the value of the Security Deposit.

8        Cancellation Policy 
8.1     Once written Confirmation of Rental has been provided by the Owners, you are responsible for the Balance.
8.2     You may cancel your booking at any time; however, You will not be entitled to reimbursement of the monies paid as a Booking Deposit.  The Booking Deposit should be deemed non-refundable.  If your Arrival date is less than three months away the balance will still be due to the Owners.  As a goodwill
          gesture, the Owners may attempt to re-let the stay, if it is more than three months to the Arrival Date.  In this instance the Owners may need to apply an offer or discount to sell the stay.  Any monies that could be reimbursed will be at the discretion of the Owners.  Please refer to the table set out in clause
          8.9 below for greater detail.
8.3     Cancellation of your booking must be made by You in writing and sent to the Owners at info@greentreesestate.co.uk.
8.4     Once cancellation has been confirmed by the Owners, your booking of the Property will be deemed cancelled.
8.5     Upon confirmation by the Owners of the cancellation of your booking, the Owners may seek to re-let the Property for the full Rental Period.  If the Owners fail to re-let your stay, your full Booking Deposit will be kept by the Owners.  In the event that it is less than three months from your Arrival Date, the
          Balance Payment (excluding the Security Deposit) will be due and you will be invoiced for this amount.
8.6     In the event that the Property becomes unavailable, through no fault of the Owners, and the Balance has been paid, the Owners have the right to cancel your booking.  A refund will be paid to you by the Owners.
8.7     The Owners reserve the right to terminate the Contract, or refuse to hand over to you the Property, at any time where there are reasonable grounds to suspect that:
          8.7.1     You or your party are likely to breach any of the Conditions in terms of the number of persons staying at the property, or their age;
          8.7.2     You have provided incorrect information to the Owners with respect to your booking; and
          8.7.3     You have behaved in a vexatious, abusive or unlawful manner towards the Owners, any third party supplying services to the Property or any neighbours of the Property
8.8     The above actions as stated in clause 8.7 above shall constitute a breach of the contract by You and the Owners shall consider the booking as cancelled by You.  In these circumstances, the Owners shall not be liable to You in any respect and You shall not be entitled to a refund of any monies.

8.9   The Table 

9       Force Majure Event
9.1    In the event the Owners are unable to perform their obligations under these Terms and Conditions because of causes reasonably beyond their control they shall not be liable for any loss incurred by the guests.  The Owners recommend that travel insurance should be obtained ahead of the rental date.  
9.2    Should a Force Majeure Event happen  during the rental period the Owners will do all that it is reasonably practicable to provide you with alternative accommodation. Should this not be possible or not accepted by you the owners will not be liable for any loss incurred by you as a result of events outside
         their control 

10      ​Liability
10.1   The Owners shall have no liability for any death or personal injury unless this results from the negligence of the Owners or their employees (acting in the course of their employment).  
10.2​   In additional the Owners do not accept any responsibility for the safety of or the loss or damage to the Client’s and guests’ possessions whilst on the Owners’ property or land unless such loss or damage is caused by the negligence of the Owners or their employees.

11​       The Properties
11.1   ​ Normal check in time is 4pm on the day of arrival and normal check out is 10am on the day of departure.  These times may be varied with the consent of the Owners and will normally incur an additional charge.
11.2  ​  Whilst staying at the Property it is the responsibility of the Client to ensure that it is kept clean and tidy and that left in this condition at the end of the booking.  The Owners reserve the right to charge the Client for additional cleaning services if the Property is left in a poor state of cleanliness.  
11.3​    The Owners reserve the right for their employees to enter the Property during reasonable hours to check on its condition or at any time to deal with emergencies.
11.4​    Bed linens and towels are provided within the rental charges and are changed weekly during tenancies exceeding that duration.  More frequent changes can be arranged for an additional charge.  Cleaning is not included during the stay but can be arranged at an additional charge.
11.5​    The Owners reserve the right to bar from the Property any member of the Client’s party whom they believe has or is likely to cause significant damage to it and are under no obligation to find alternative accommodation for the Client or that party in such circumstances.
11.6​    At the time of booking the Client will be asked to provide details of the purpose of the stay and the names and approximate ages of all guests and the composition of the party may not thereafter be changed without the agreement of the Owners.  
11.7​    The Owners reserve the right to refuse entry to a Client and his/her party in the event that its composition or the purpose of the stay has been materially misrepresented and in such circumstances no refund will be payable and the Owners will be under no obligation to provide alternative accommodation.
11.8  ​  The Property cannot be used for commercial gain nor the rental agreement sublet or assigned to a third party.

12      ​Noise Policy
12.1   ​Guests are asked to be considerate to the neighbours at all times and any disturbance to them must be avoided.
12.2​   Live music at the mansion is only permitted by prior agreement with the Owners and must finish by 11pm.  
12.3  ​ An acoustic sound limiter (provided by the Owners) must be used when live music is played in a marquee setting.   
12.4  ​ Any guests who are not booked to stay at the Property must leave the premises by midnight.
12.5  ​ Music systems may not be set up outdoors at the Property at any time.
12.6​   Please ensure any music played inside the Property cannot be heard outside.
12.7  ​ Should these terms regarding noise be violated the Owners shall ask you to take appropriate action instantly; should you fail to act the Owners shall have the right to ask you to leave immediately.

13      ​Fireworks
          Fireworks are not permitted from 1st July – 30th November.  At other times silent fireworks are allowed subject to the Owners’ approval in writing in advance.

14​      Pets
14.1​   Pets are only permitted by exception with the prior written consent of the Owners and on payment of an additional charge.  
14.2  ​ Further costs may be incurred for any damage and if extra cleaning is required.  
14.3​   When permitted pets are to be kept under control at all times and exercised away from the Property.  Pets are not allowed upstairs or on the furniture and the Owners cannot accept any responsibility for their safety.  
14.4  ​ Pets must not be left alone in the Property at any time.  
14.5​   Guests with allergies should be aware that pets may have been in the Property in the past.  
14.6​   Registered guide dogs are permitted but you should inform the Owners at the time of booking if you wish them to accompany you on your stay.  
14.7  ​Guests are reminded that the Property is located in a farming area and great care must be taken when walking pets in the vicinity of livestock.  

15      ​Smoking/Drug Use
15.1​   Smoking is not permitted anywhere inside the Property.  
15.2​   The Owners have a zero tolerance to drug use.  If the use of drugs is detected, or it is suspected that guests are under the influence of drugs, all guests will be asked to leave immediately, and no refund will be provided. 

16     ​Allergies
​         While the whole Property is thoroughly cleaned between lettings the Owners cannot guarantee that they are safe for guests with severe reactions to allergens.

17     Privacy Policy
         The Owners guarantee that any personal information will be kept confidential and is protected under the Data Protection Act 2018. The Owner’s Privacy Policy can be seen on their website, www.goodnestone.com.

18​      Filming and Social Media
18.1​   The use of the Property for filming of any kind or for promotional events of any kind is not permitted without the prior written consent of the Owners except for still and video filming for private domestic purposes.  
18.2  ​ The use of drones is not permitted without the prior written consent of the Owners.
18.3​   Images of the Property may not be used in conjunction with posts on social media in a political or religious context.

19      ​Brochure details
          The Owners make every effort to ensure that the information on our website, in our brochures and in other promotional material is up to date and accurate.  However, details and prices may be subject to variation and availability is constantly changing.  Please check all relevant details and arrangements at
          the time of booking.

20     ​ Concierge and other bookings
20.1​   The Owners keep a list of approved suppliers for ancillary services which is available on required.  
20.2 ​  All suppliers are required to maintain their own third party liability insurance cover and the Owners do not accept responsibility for death or personal injury as a result of the use of any ancillary services unless caused by the negligence of the Owners or their employees.  
20.3 ​  All ancillary services are payable in full by the Client in advance and cancellation terms may vary according to individual suppliers’ terms and conditions.  
20.4 ​  The Owners reserve the right to charge commission on services bought by the Client from non-approved suppliers.

21      ​Access and Parking  
21.2​   The properties have off-road parking for two vehicles; the propertys are not suitable for wheelchair users.

22     ​ Television, internet and mobile phones
22.1  ​ The Properties are equipped to receive terrestrial TV channels and has high speed wi-fi connectivity.  

23     Personal Safety
         The grounds of the Property include ponds, walls, steps and natural hazards and it is the responsibility of the Client to ensure the safety of their guests at all times.

24     ​Special Occasions
24.1​  No party, event or gathering may take place at the Property which exceeds the maximum agreed occupancy for the booking without the consent of the Owners and alcohol may not be sold on the premises without permission.  Any breaches of these conditions entitles the Owners to repossess the Property
         without notice or compensation.  

25     ​Complaints
25.1  ​ Any complaints should be notified to the Owners or the House Manager immediately so that they can be investigated and dealt with without delay any corrective action taken as appropriate.  
25.2  ​ Compensation will not be payable for complaints raised after the stay has been completed or where the Client has denied the Owners the opportunity to take corrective action if possible during the stay.

26      COVID-19
26.1​   The Owners are obliged to comply with the latest official guidance as set down by the Government.  The Client acknowledges that the Owner may have to amend a booking in accordance with this guidance to ensure the safety of guests and staff.
26.2​   If the booking cannot proceed due to Government restrictions the Owners will offer an alternative date.  If no suitable date is available the booking will be cancelled and any monies paid returned in full.

27      Data and Privacy
27.1   In making a booking, the Owners will ask for your personal information such as your name, address, email address, telephone number, personal identification and payment details.
27.2   The Owners guarantee that any information will remain confidential and is protected under the EU General Data Protection Regulations (GDPR) 2016/679.
27.3   The data handling policy of the Company can be located on the Properties Website.

28      ​Law and Severance
28.1   The contract between the Owners and Client is governed by the Courts of England and Wales.  The Client’s statutory rights are not affected by anything contained in these booking conditions
          28.1.1    If any provision or part provision of these Conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable.  If such modification is not possible, the relevant provision or part provision shall be deemed
                        deleted.  Any modification to or deletion of a provision or part provision under this clause shall not effect the validity and enforceability of the rest of the Conditions.
          28.1.2    If one party gives notice to the other of the possibility that any provision or part provision of these Conditions are invalid, illegal or unenforceable, the parties shall negotiate in good faith to amend such provision so that, as amended, it is legal, valid and enforceable, and to the greatest extent
                        possible, achieves the intended commercial result of the original provision.