Terms & Conditions

Booking Terms & Conditions


1        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 must also be signed and sent back to our office.  The Client should check the booking invoice carefully.

2        Payment

A non-refundable securing 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.

3        Deposit and balance payments

Any paid deposits or balance payments remain non-refundable in the event of cancellation by the guest. Deposit or balance payments will only be refunded, should White Heron Properties secure a replacement booking.

4        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 £50 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 £50 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.

5           Travel Insurance

We strongly suggest you take out travel insurance to cover your costs in the unfortunate event of cancellation.  The Gallagher group is one of many who offer comprehensive cover at competitive prices and can be found at https://www.ajg.com/uk/travel/travel-insurance/ but we cannot advise specifically on this. By signing our booking terms and conditions, you are agreeing to take full responsibility for taking out the appropriate travel insurance cover and accepting that White Heron Properties is not liable for any insurance of your booking, including the loss or refund of any monies in such an event.

6        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 £50 plus VAT

7        VAT

VAT is included in the rental fee.

8        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 20% to stay for the Sunday night.

9        Number of Persons using the Property

The number of persons occupying a property must not exceed the maximum number stated in our information.   Ie Colloquy 16 plus extra 6 by agreement and for additional payment as stated on our website, Sheriffs – 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 Sheriffs and other properties.

10      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.

11      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.

12      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.

13      Pets

We do not allow dogs in The Colloquy/ The Forge/The Lodge. Otherwise Dogs are welcome in the properties but must be under proper supervision and control at all times.  In all properties they may not go upstairs and if wet, please keep them out of reception/carpeted rooms.  They may not sit on the furniture.

14      Smoking

To comply with the latest EU smoking legislation there will be no smoking in any of our properties from 1/7/07.

15      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.

16      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.

17      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.

Last updated: 26/02/2021