Booking Conditions

Contract

White Heron Properties arranges short term holiday rentals of properties that they own.  The Contract is between White Heron Properties and the Client.  The Contract is entered into when White Heron Properties issues the booking invoice and at this stage the Client becomes subject to all the Booking Conditions which are agreed and signed to on our Booking Form and sent back to our office.  The Client should check the booking invoice carefully.

Payment

A deposit of 25% of the rental fee is payable if the booking is made more than 8 weeks before the start of the rental.  The balance shall be payable 8 weeks before the commencement of the rental.  Non-payment of the balance of the rent on or before the due date shall be construed as a cancellation of the contract by the Client.  For bookings made less than 8 weeks before the commencement of the rental the total fee is payable.

Cancellation

Any cancellation made by the Client for whatever reason shall be in writing and addressed to White Heron Properties at Whittern Farms Ltd, Lyonshall, Kington, Herefordshire, HR5 3JA.  On receipt of notice of cancellation, White Heron Properties will seek to re-let the property for the period of booking.  If White Heron Properties succeeds in re-letting the property for the whole period it will refund all the monies paid less an administrative charge of £20 plus VAT per booking.  If WHP only succeeds in re-letting the property for part of the period booked it will refund an amount equal to the money paid less the rental for the period which is not re-let plus an administrative charge of £20 plus VAT.  If White Heron Properties is unable to re-let the property at all then all monies paid by the Client shall be forfeit to White Heron Properties.

Changes of Date

White Heron Properties may consider a request from a client to change the dates of the booking after confirmation has been issued.  Agreement will be given subject to the following conditions being met: i) the request is received more than 8 weeks away from the start of the booking and ii) the client pays an administration fee of £20 plus VAT

VAT

VAT is included in the rental fee at the current rate of 20%.

Period of Hire

Rentals commence unless otherwise notifies at 4pm on the day of arrival and terminate at 10.00 am on the day of departure.  For weekend rentals this is often negotiable.  At The Colloquy the normal weekend is for a two night weekend this lasts until 6pm on Sunday evening.  There is an additional charge of 15% to stay for the Sunday night at the Colloquy.

Number of Persons using the Property

The number of persons occupying a property must not exceed the maximum number stated in our information, i.e. Colloquy 16 plus extra 7 by agreement and for additional payment as stated on our website, Sherriffs – 18, Gardeners Cottage – 6, Field Cottage – 5, Forge – 4/5.  White Heron Properties reserves the right to refuse entry to the entire party if this condition is not observed.  Permission for toddlers/babies in cots must also be agreed but is generally up to 3 at The Colloquy, 2 at The Sherriffs and other properties.

Complaints

Should there be any cause for complaint during the occupation of the property it must be notified promptly to White Heron Properties and in case of serious problems confirmed in writing.  We would investigate immediately and take the necessary remedial action where possible.  Compensation will not be offered where the Tenant has denied the Owner the opportunity to rectify matters during their holiday.

Breakages or Damage

The Client is legally bound to reimburse White Heron Properties for replacement, repair or extra cleaning costs on demand. Your credit card number is required in the event of damage.  Your booking is not secured unless you have completed this part of the booking form.  An amount of £500 will be pre-authorised.  This does not mean it will be taken from your account, only that your credit limit will be reduced by this amount.  This will be cancelled should no damages be incurred.  If damages are incurred up to this amount then it will be taken from the card subsequent to your visit and after communication with yourselves.

Care of the Property

The Client shall take all reasonable and proper care of the property and its furniture, pictures, fittings and effects in or on the property and leave them in the same state of repair and condition and in the same clean and tidy condition at the end of the rental period as at the beginning.

Pets

Dogs are welcome in some of the properties (NOT Forge and the Colloquy) but must be under proper supervision and control at all times. They may not go upstairs and if wet please keep them out of reception/carpeted rooms.  They may not sit on the furniture.

Smoking

To comply with the latest EU smoking legislation there has been no smoking in any of our properties from 1/7/07. When smoking outside please dispose of cigarette ends.

Liability

White Heron Properties shall not be liable to the Client or third parties for any accident, damage, loss, injury expense or inconvenience, which may be suffered, incurred, arise out of or in any way connected with the rental.  If the property which Client has booked becomes unavailable or unusable for some reason prior to the date of a booking, then White Heron Properties obligation will be to use their best endeavour to find a suitable alternative property or to reimburse the Client for any monies paid.

Warranties

White Heron Properties does not warrant and is not responsible for the accuracy of any verbal information given or statements made by its servants or agents.

Right of Entry

White Heron Properties shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.

What Our Guests Say

"This year marked our 7th year at the Colloquy and we haven't been able to find anything anywhere in the country that can rival it! We'll definitely be back!" - Katie Grifiths
“What a wonderful surprise! Having been kidnapped by my family on my 70th birthday to arrive at the Colloquy. I WAS BLOWN AWAY! Beautiful house and setting enjoyed by all.” Tom Cropper and Family, Lancs. August 2013
“What an incredible house! We had the most magical weekend and I would highly recommend the Colloquy to anyone! Fantastic all round” Emily Stala (London)
“I’ve run out of things to say! Our 13th successive year & we’ll always come back. Thank you, Jo and Sarah.” Jenifer Wakelyn and David Matthews, London. August 2014
“We first came here in 2005 and regularly returned for a family holiday – we LOVE it! Thank you Jo, and all the staff for all your hard work. Highlights for us – The Stagg, the Space Centre at Knighton; and the swimming pool!” The Morgan Family, Norway.
“Another restful stay in this wonderful location. Our 4th year here and we still love coming to Herefordshire. As per normal we are going home very relaxed…” Buchanan family, Surrey, May 2013`
"The Colloquy is the perfect setting for our New Year's retreat. Not only is the setting idyllic with beautiful gardens and gorgeous walks but the house itself perfectly suits our every need - large rooms and spacious, comfortable bedrooms." Ceri Walden
The Colloquy is just fabulous. We loved the swimming pool, the 18th-century clock tower and the walled landscaped gardens – so much so, that it was almost a struggle to make it to Hay itself- Bryony Gordon- The Telegraph
“What a fabulous setting. We have had a lovely, peaceful week. The dogs thought the garden and the fields around were the best things ever. Will return! Don’t want to go home! Sarah Jones was very helpful and welcoming. Thanks Sarah.” The Bullough fam
Lovely week. Marvellous spacious rooms, excellent activities – squash pool, hottub etc. Great garden for an Easter Egg Hunt” – Tyte, Reeves and McGowan families (W Sussex Hampshire and Cambridge) – 11 April 2014