Terms & Conditions

Ffynnon – Booking Terms and Conditions

(Direct bookings and Hotels.uk bookings)

 

These Terms and Conditions (“Terms”) apply to bookings for Ffynnon made directly with us (for example by email, phone or direct booking page) and, where shown, via Hotels.uk.

 

If you book through Airbnb, Booking.com or Vrbo, that platform’s own terms, payment rules and cancellation policy apply instead of these Terms, although our house rules and Privacy Notice will still apply during your stay.

 

By making a booking with us (directly or through Hotels.uk), you agree to these Terms.

 

1. Who we are

“Ffynnon”, “we”, “us” and “our” refer to the owner/operator of Ffynnon, Forest Hill, Sardis, Thuston Lane, Sardis, Milford Haven, Pembrokeshire, SA73 1LD.

Our contact details are:

• Email: sspringthorpe87@googlemail.com

• Postal address: Ffynnon, Forest Hill, Sardis, Thuston Lane, Sardis, Milford Haven, Pembrokeshire, SA73 1LD

 

2. The contract

2.1 The booking contract is between Ffynnon and the person making the booking (“you”, “the lead guest”).

2.2 The contract comes into existence when:

• we (or Hotels.uk on our behalf) confirm your booking in writing (for example by email or booking confirmation), and

• we receive your 10% deposit.

2.3 The lead guest must be at least 18 years old and is responsible for:

• ensuring all information provided is accurate and complete,

• all payments due, and

• the conduct of all members of the party during the stay.

 

3. Where these Terms apply

3.1 These Terms apply to:

• bookings made directly with us (by email, phone, direct booking page or similar), and

• bookings made via Hotels.uk where our property‑level terms are displayed.

3.2 For bookings made through Airbnb, Booking.com or Vrbo, the platform’s own booking conditions, payment rules and cancellation policies apply. Our role in those cases is as the accommodation provider, and these Terms apply only insofar as they relate to your conduct at the property (for example house rules and use of the property).

 

4. Prices

4.1 The price of your stay will be confirmed at the time of booking.

4.2 All prices are for the property as a whole for the agreed dates, unless we clearly say otherwise.

4.3 We may correct pricing errors if they are obvious and could reasonably have been recognised as a mistake; if you do not wish to proceed at the correct price, you may cancel and receive a full refund of any amounts paid.

 

5. Deposits and payments (direct and Hotels.uk)

5.1 To secure your booking, a 10% deposit of the total rental cost is payable at the time of booking.

5.2 The remaining 90% balance is due 30 days before your scheduled arrival date.

5.3 Payments for direct and Hotels.uk bookings may be made by:

• Sage Pay/Opayo card payment, or

• Bank transfer (BACS)

using the payment details we provide.

5.4 Where Hotels.uk or any booking system collects payment on our behalf, you must also comply with their payment instructions and conditions.

5.5 The deposit forms part of the total price of your stay, not an additional fee.

 

6. Failure to pay

6.1 It is your responsibility to ensure that the balance is paid on time.

6.2 If we do not receive the balance payment by 30 days before your arrival date, and you have not contacted us to agree any different arrangement in writing, we may treat your booking as cancelled by you and apply the cancellation policy in section 9.

6.3 Before cancelling for non‑payment, we will send at least one reminder using the contact details you have provided, where reasonably possible.

 

7. Security deposit (if applicable)

7.1 If we require a refundable security deposit (for example to cover damage or extra cleaning), the amount and conditions will be clearly set out in your booking information and/or confirmation.

7.2 Any security deposit will be refunded within a reasonable period after your stay, less any fair and reasonable deductions for:

• damage to the property or its contents,

• missing items, or

• extra cleaning beyond normal wear and tear,

which we will explain to you.

(If you decide not to use a security deposit, this section can be removed.)

 

8. Changes to your booking

8.1 If you wish to change your booking (for example dates or length of stay), please contact us as soon as possible.

8.2 We will try to accommodate changes, but we are not obliged to do so. Changes may be treated as a cancellation and re‑booking, depending on availability and the nature of the change.

8.3 Any price differences due to changes (for example different dates or length of stay) will be explained to you and must be agreed before the change is confirmed.

 

9. Cancellations by you (direct and Hotels.uk)

This section applies to direct and Hotels.uk bookings only.

9.1 We understand that plans can change. Our aim is to be clear and fair about what happens if you need to cancel.

9.2 Cancellations 14 or more days before arrival

• If you cancel 14 days or more before your scheduled arrival date, you will receive a full refund of all amounts paid, including your 10% deposit.

9.3 Cancellations less than 14 days before arrival

• If you cancel within 14 days of your scheduled arrival date, we will try to re‑let the property for the same dates.

• If we successfully re‑let all of your dates at the same price, we will refund you in full (minus any unavoidable costs we cannot recover, such as platform fees or bank charges).

• If we re‑let only part of the dates, or at a lower price, we will refund you in proportion to what we are able to recover.

• If we cannot re‑let the property at all, we may retain up to the full rental amount to cover our reasonable losses.

9.4 This approach is intended to comply with UK consumer guidance by ensuring that we only retain amounts that reflect our actual loss when you cancel.

9.5 Any refunds will be made using the original payment method where possible.

9.6 We strongly recommend that you take out suitable travel/holiday insurance to cover cancellation and other unexpected events.

9.7 For Airbnb, Booking.com or Vrbo bookings, the platform’s own cancellation policy (as shown on your reservation) will apply instead of this section.

 

10. Cancellations or changes by us

10.1 We do not expect to make changes to your booking, but occasionally circumstances beyond our control may mean we have to cancel or significantly change your booking (for example serious maintenance issues, safety concerns, or if the property becomes unavailable).

10.2 If we have to cancel your direct or Hotels.uk booking, we will refund you all amounts you have paid to us for that booking. This will normally be the full extent of our liability to you.

10.3 Where appropriate and if you wish, we will try to:

• offer alternative dates at Ffynnon, or

• assist you in finding similar accommodation,

but we cannot guarantee this and are not responsible for any additional costs you may incur.

10.4 For bookings via Airbnb, Booking.com or Vrbo, any cancellations and refunds may also be managed under that platform’s policies.

 

11. Arrival, departure and use of the property

11.1 Check‑in is from 3:00pm on the day of arrival.

11.2 Check‑out is by 10:00am on the day of departure. Please vacate the property by this time so we have enough time to prepare for the next guests.

11.3 The property is for holiday use only and must not be used for parties, events or business purposes without our prior written consent.

11.4 Only the number of guests stated on your booking (or agreed with us in writing) may stay at the property.

11.5 You agree to keep the property and its contents in a clean and good condition and to leave it reasonably tidy at the end of your stay.

 

12. Pets, smoking and behaviour

12.1 Dogs are welcome at Ffynnon, subject to any specific rules we notify you of (for example maximum number of dogs, keeping dogs off furniture/beds, and cleaning up after your dog in the garden and surrounding areas).

12.2 No smoking or vaping is allowed inside the property. If you smoke or vape outside, please do so considerately and dispose of cigarette ends or vape waste safely and tidily.

12.3 You must not cause nuisance, excessive noise or annoyance to neighbours or to us.

12.4 If you or anyone in your party seriously or persistently breaches these rules, we reserve the right to ask you to leave the property. In those circumstances, no refund will usually be given for the remaining nights of your stay.

 

13. Damage, loss and extra cleaning

13.1 Please report any damage or breakages as soon as possible so we can put things right.

13.2 You are responsible for the reasonable cost of any damage to the property or its contents caused by you, your party or your dogs, beyond normal wear and tear.

13.3 If extra cleaning is required because the property has been left in an unusually dirty or untidy condition (including pet‑related mess), we may charge you the reasonable additional costs.

13.4 Any such charges may be deducted from a security deposit (if applicable) or invoiced to you separately.

 

14. Liability

14.1 We are responsible for providing the accommodation with reasonable care and skill and as described, subject to any minor changes that do not materially affect your stay.

14.2 We do not exclude or limit any liability where it would be unlawful to do so, including liability for:

• death or personal injury caused by our negligence, or

• fraud or fraudulent misrepresentation.

14.3 Subject to clause 14.2, our total liability for losses you suffer as a result of us breaking this contract is limited to the total amount you have paid for your booking.

14.4 We are not responsible for:

• any loss or damage that is not foreseeable,

• any loss of profit, business or opportunity, or

• any events outside our reasonable control (for example extreme weather, public utility failures or transport disruption).

 

15. How we use your personal data

15.1 We will handle your personal data in accordance with UK data protection law and our Privacy Notice – Ffynnon.

15.2 Our Privacy Notice explains:

• what information we collect,

• how and why we use it,

• who we share it with (for example Hotels.uk, Queensborough Group, Sage Pay/Opayo, Qbooks and other service providers), and

• your rights in relation to your personal data.

15.3 By making a booking, you acknowledge that you have had the opportunity to read our Privacy Notice.

 

16. Governing law and jurisdiction

16.1 These Terms and any dispute or claim arising out of or in connection with them are governed by the laws of England and Wales.

16.2 The courts of England and Wales will have exclusive jurisdiction, unless the law requires otherwise.