TERMS AND CONDITIONS
Contract The Contract for a short-term holiday rental shall be made between the Client and Windmill Lodges. The contract shall be governed by UK Law. When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the address you provide in the booking form. This does not form a contract between us. A contract shall only arise when a deposit is processed and your booking is subsequently confirmed in writing via a letter of confirmation sent to you by post or email. A reservation can only be made by accepting our terms and conditions. The contract will be subject to the following booking conditions:
The Client making the booking agrees that they are authorised to make this booking on behalf of all persons who shall be renting the property and agrees to take full responsibility for the property and the payment of any rental fees or damages. At least one person in the party must be over 18 years old.
Occupation of the Lodges
An extra charge per person applies for the occasional use bed for additional guests (max +2). Please note that all persons aged 3 and over must be allocated a bed. To comply with health, safety and insurance policies, unauthorised use of the occasional use bed is not permitted and it can only be used by prior arrangement and paid for before arrival. An occasional use bed is available on request in our one bedroom Chaffinch Lodge and 5* two bedroom Kingfisher Lodge. An extra charge of £30 applies and is only permitted for use by children up to the age of 11. The lodge must not be occupied until the agreed check in time as stated on the booking confirmation.
All lodges are available for group bookings with the exception of Kingfisher Lodge. A group booking is defined as two or more lodges, which are booked to accommodate a large group of guests from the same party.
Period of Hire
The prices quoted are per lodge, per week or short break on a self-catering basis based on the number of guests staying. Weekly rates apply from Friday at 4.00pm to the following Friday at 10.00am or Monday at 4.00pm to the following Monday at 10.00am. Short breaks are for 4 days midweek starting on Monday at 4.00pm to the following Friday at 10.00am, 3 night midweek break starting on Monday at 4.00pm to the following Thursday at 10.00am or 3 night weekend starting on Friday at 4.00pm to the following Monday at l0.00am or two night weekend starting Friday at 4.00pm to Sunday at 10.00am. Periods of longer than a week can be booked if arriving and departing on a Monday or Friday.
We ask that you inform us of your planned arrival time. You must inform Windmill Lodges if your arrival time changes substantially. The lodge must not be occupied until the agreed check in time as stated on the booking confirmation.
A deposit of 25% (minimum £100.00 value) of booking total is payable if the booking is made more than 56 days before the commencement of the rental. The balance is due no later than 56 days before the commencement of your holiday. Non-payment of the balance of the rental by the due date shall be construed as a cancellation of the contract by the Client. For bookings 56 days or less before the commencement of the rental, the total rental fee is payable at the time of booking.
Deposit and balance payments can be made in the following ways:- Via online banking payment to Lloyds Bank, Woodbridge Branch. Sort Code 30-99-85, for the account of Windmill Lodges, account number 47659768, with your booking ID as the reference, by calling the office with your debit or credit card details. Payments are also accepted via a Sagepay link on your emailed booking summary. Part payments of a minimum of £100 are accepted.
Any changes to your booking, including a change of date will only be accepted (subject to availability) if the request is made no less than 56 days prior to the date of your arrival. This will incur a £30.00 administration charg
We strongly advise that you obtain appropriate travel insurance for the UK which covers booking cancellations. Travel Insurance is available at very affordable rates and gives you the peace of mind that you will get your money back if you need to cancel your holiday. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.
For bookings made from 1st January 2021
Any cancellation made by the Client must be in writing and sent by email to email@example.com The booking reference number must be included in this email. On receipt of the notice of cancellation attempts will be made to re-let the lodge by Windmill Lodges for the period of the booking.
If Windmill Lodges are able to re-let all or part of the period booked, Windmill Lodges will issue a refund of monies paid by the Client less any shortfall in cost of the re-let booking and an administration charge of £50.00 (inc VAT) per booking. If it has not been possible to re-let the lodge at all, then all monies paid by the Client shall be retained by Windmill Lodges. Any refund due will be processed within 5 working days of the departure date of your booking.
COVID-19: If UK government restrictions mean your holiday cannot legally go ahead, Windmill Lodges will either a) transfer the booking to another date with no administration charge to pay (subject to any additional cost being paid by the Client) b) issue a credit voucher for the value of monies paid on the booking c) process a full refund of the monies paid on the booking
For bookings made between 23rd June 2020 and 31st December 2020
Master Cancel is active for your booking. Any cancellation made by the Client must be in writing and sent by email to firstname.lastname@example.org The booking reference number must be included in this email.
Eg if you are arriving on Monday you can cancel up to 16.00hrs on the Saturday. Cancellation on Sunday or Monday will not be covered by Master Cancel. If you are arriving on Friday you can cancel up to 16.00 hours on the Wednesday, bookings cancelled on the Thursday or Friday will not be covered by Master Cancel
The following instances are not covered by Master Cancel: War, civil war, invasion of foreign enemies, war-like activities (whether or not there is a declaration of war), rebellion, insurrection, civil commotion arising to the level of uprising, military or usurped power. Acts of terrorism committed for political, religious, ideological, or similar purposes. Actions intended to prevent any of the above. Nuclear radiation or radioactive contamination. Please note if you qualify for the Master Cancel cancellation protection cover this only covers the accommodation price and does not include travel expenses, additional services or medical expenses.
For bookings made before 12.00pm 23rd June 2020
Any cancellation made by the Client for whatever reason must be in writing. Once the booking has been confirmed the deposit becomes non-refundable. Cancellations should be notified immediately. If full payment has been made and we can re-let the lodge, 50% of the balance payment less any discounts applied in re-letting the lodge will be refunded. If the lodge is not re-let, no refund will be payable. COVID-19 – for holidays with an arrival date after July 6th 2020 If UK government restrictions mean your holiday cannot legally go ahead, Windmill Lodges will either a) transfer the booking to another date with no administration charge to pay (subject to any additional cost being paid by the Client) b) issue a credit voucher for the value of monies paid on the booking c) process a full refund of the monies paid on the booking
For bookings made using a credit voucher
If you are using a credit voucher that was issued due to restrictions on travel during the COVID-19 outbreak, or any other credit voucher, please note the following special terms apply for cancellations. If the voucher is only for the deposit and you cancel your booking no refund or voucher will be given. If the voucher is for a greater value than the deposit and we can re-let the lodge, 50% of the balance payment less any discounts applied in re-letting the lodge will be issued as voucher valid for 12 months. If the lodge is not re-let, no refund or voucher will be given.
Not all items, equipment and facilities advertised may be available at all times due to breakdown, malfunction, or other reasons. The management of Windmill Lodges will try to rectify any malfunctions as soon as possible but no refund of any or all of the money paid by the client will be made.
Group bookings (families, friends & single sex groups) are welcome at Windmill Lodges with the understanding that they respect the need for privacy and quiet by other guests. Our small quiet site is not suitable for large rowdy groups and we expect all guests to be considerate to those staying in the other log cabins. We want everyone to enjoy their stay with us and ask that there is no audible noise outside after 10pm. Please bear this in mind when using the hot tub.
In order for us to maintain all best levels of hygiene your hot tub is checked on a daily basis the use of your hot tub is prohibited from 10am-12noon each day to enable us to do this. Please note its use cannot be guaranteed on the first night of your stay, due to the heating up time required following a drain and refill. The use of the hot tub will be withdrawn at any time if users are causing a disturbance to others or using it inappropriately. If the hot tub is unavailable for use due to maintenance or repair no refund will be given. Further details of hot tubs can be found in our site rules (in facilities section)
Wifi access is offered in all our log cabins. There is no charge for this service, however please be advised that due to the nature of our connection and our locality, the signal may be weak at times particularly in poor weather. The connection should not be relied upon for work use and may be insufficient for film or game downloads. Use of the free Wifi network is at the discretion of the user and at your own risk. Guests must ensure that illegal material is not viewed or downloaded using our WiFi connection. Windmill Lodges and the network service provider accept no responsibility for any problems resulting from using this service and no guarantee can be given that the network will work with all devices.
Rental charges include bed linen, towels and bathrobes for use during your stay. Towels are for onsite use only. Please bring your own beach towels. Beds will be made up prior to your arrival and for bookings of more than one week replacement linen and towels will be provided at the end of each week. Electricity* and water are included within the rental charge. *additional charge will be made to charge an electric vehicle, this is by prior arrangement only
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 in the same clean and tidy condition at the end of the rental period as was found at the beginning. If any furniture is moved within the cabin, please ensure it is put back in its original place before departure. Apart from if provided by Windmill Lodges, no candles are to be used in the lodges or in and around the hot tubs. Any electrical item brought into the lodge, eg electrical chargers, hair straighteners must be in good working order and safe to use.
Fixtures & Fittings
Al1 fixtures, fittings and equipment must be used solely for their intended purpose. Windmill Lodges request that you do not take into the lodges any portable heaters, lighting equipment or any items that may cause danger to the lodges, its equipment or its occupants. Any bulky items such as bicycles, fishing or golf equipment are not to be taken into the lodges
Breakages, Damage, Missing Items & Additional Cleaning
The Client is legally bound to reimburse Windmill Lodges for breakages, damage, missing items or excessive cleaning caused by the party during the period of the rental. This includes any additional cleaning required which is above the expected normal levels for towels, bed linen & bathrobes to include replacement costs if necessary. Bathrobes are for when using the hot tub. Please refrain from eating when wearing them as any additional cleaning required will be charged. Any damage caused as a result of moving furniture, or excess time taken by housekeeping to return furniture to its original place will be charged
Children under the age of 16 must be supervised at all times. This is particularly important when using the hot tub and whilst in the vicinity of the lake.
Visitors – Visitors are not allowed on site during the COVID-19 outbreak
Windmill Lodges operates a no smoking policy within the lodges. For any guests deemed to have smoked within the lodge an additional cleaning charge will be made to the person responsible for the booking.
Windmill Lodges accepts pets in the following log cabins only: Wagtail and Woodpecker. Guests staying in these pet friendly cabins must abide by our Terms and Conditions for pets. A security deposit of £100 will be required if you are bringing your pet.
Cars and Parking
Parking of vehicles must be in the designated lodge driveway and not on the grassed area. If any damage is caused by driving vehicles on the grassed area, the client is legally bound to reimburse Windmill Lodges for any repair costs incurred. Vehicles must not obstruct the roadway. Your vehicles, their accessories and contents are left entirely at your risk. Windmill Lodges will not be responsible for any loss or damage from or to any vehicle. Repairs to vehicles (except emergency repairs) must not be carried out. Please do not exceed 5 mph when driving around our site
Charging of electric vehicles is strictly not permitted without prior consent. Manufacturer approved cables must be used for charging any vehicle at the property. Windmill Lodges reserves the right to charge additional fees for this extra service, and/or refuse to allow electric vehicles to be charged if they do not think it is suitable/safe to do so. Any damage to the electric system at the lodge through incorrect use or overload of the system will be the responsibility of the Client.
Drones & Fireworks
The use of drones and fireworks is not permitted on or over the site.
We encourage our guests to join in with our commitment to reducing, reusing and recycling. Further details can be found in our environmental policy. Details of what you are able to recycle during your stay can be found in your welcome folder and in your kitchen. Please do switch off appliances when not in use for both yours and other guests benefits as the views of the night sky surrounding our log cabins can be amazing when light pollution is minimised.
Our telescope must be pre-booked and the hire charge paid in advance. The telescope is subject to availability and hired out on a first come first served basis. No refund will be given if you are unable to view the night sky due to unsuitable weather conditions. If the use of the telescope is integral to your stay you must contact us prior to booking to ensure it is available.
A minimum charge of £10 plus the cost of postage is made for the return of lost property after your departure. Items of lost property can only be held for a maximum of one month after which time they are donated to charity. We cannot be held responsible for items reported lost which cannot be found. Property is at all times the responsibility of the owner.
Right of Entry
We will not normally enter a lodge once let without your agreement, however employees of Windmill Lodges shall be allowed the right of entry to property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
Windmill Lodges cannot accept liability for any damage; expense, injury, death or loss of any nature whatsoever suffered by any person(s) from any cause other than the proven negligence of us or our employees. You must take all necessary steps to safeguard your personal property and no liability to you is accepted in respect of damage to or loss of such property.
Windmill Lodges shall not be liable where the performance of our contract with you is prevented or affected by reason of circumstances, which amount to force majeure. These circumstances include any event which we could not, even with all due care, foresee or avoid. For example, act of God or Government, fire, flood, exceptional weather conditions, break-in, criminal damage, riots or civil strife, natural or nuclear disaster, war or threat of war, actual or threatened terrorist activity, epidemics, pandemics and all similar situations beyond our control.
All occupiers of Windmill Lodges are expected to abide by the Site Rules.
For full details of how we comply with the General Data Protection Regulation of 2018 (GDPR) refer to the privacy notice on our website. A printed copy is available by request. We do not give any information to third parties unless required by law or legal process to disclose your personal information and we will do only in accordance with the law. Visitors to our website: Cookies are small text files placed on your computer by websites that you visit. They are used to make websites work more efficiently and also provide information to the owners of the website. When visiting Windmill Lodges website the information collected does not identify individuals. Any information, which is collected anonymously is used for identifying numbers of visitors to the site, what pages they have visited and where they have come from. This helps us to continue to make improvements to our website.
Windmill Lodges endeavour to ensure that everything is to your satisfaction during your stay. Should there be any cause for complaint during the occupation of the property, it must be notified promptly to the Management and in the case of a serious problem confirmed in writing. We welcome the opportunity of dealing with any queries during your stay to minimise any impact on your holiday. Details of how to contact us whilst you are here can be found in the welcome folder in each of our lodges.
TERMS AND CONDITIONS – PETS
Well behaved pets are welcome at Windmill Lodges, subject to booking one of our pet friendly log cabins (Wagtail or Woodpecker). If you choose to bring your pet you will be required to pay £100 pre – authorised card payment as a security deposit, which must be made no later than 3 days prior to your arrival by contacting us by phone with your card details.
If bringing your pet, you must adhere to the following rules:-
Windmill Lodges reserve the right to change or amend our terms and conditions at any time. We also reserve the right to terminate the agreement/booking without refund of money if the behaviour of any guest is considered unacceptable, site rules are broken or if the number of occupants exceeds that stated at the time of booking.
ALL OCCUPIERS OF WINDMILL LODGES ARE EXPECTED TO ABIDE BY THE FOLLOWING RULES
On departure before 10am please ensure that:
Windmill Lodges reserve the right to issue an additional charge (to the person who made the booking) for lodges left in a poor state on departure. All breakages and damages will be charged for in addition to this.
All guests are expected to behave in a courteous manner to the owners, staff and other occupiers at all times.
You agree that you will not:
VISITORS – NO VISITORS ARE ALLOWED ONSITE DURING THE COVID-19 PANDEMIC
Children under the age of 16 must be supervised at all times. This is particularly important when using the hot tub and whilst in the vicinity of the lake.
The use of the hot tub is at your own risk and the safety rules displayed regarding the use of these must be adhered We maintain our hot tubs on a daily basis. In the event of inappropriate use resulting in the need to drain and refill the hot tub, a charge of £50.00 will be made. The use of the hot tubs is prohibited between 10am and 12noon to allow us to carry out daily maintenance. Guides to the proper use of our hot tubs are available in each of our lodges. Swimwear must be worn at all times and please ensure you shower prior to use
No paddling, swimming or use of boats is permitted in the lake or on the banks of the lake.
Barbecues are only permitted when using the barbecue stand on your lodge. These are for use with disposable barbecues only. Barbecues are only available from Easter to October.
Please respect other guests and ensure no noise is audible outside the lodge between the hours of 22.00 and 08.00. Please bear this in mind in particular when using the hot tub.
These must only be parked in the designated parking area and must not be left on the grass or where they can obstruct the roadway or cause damage to landscaping. Repairs to vehicles (except emergency repairs) must not be carried out. All signs are to be obeyed at all times. Please do not exceed 5 mph when driving around our site. Charging of electric vehicles is strictly not permitted without prior consent.
We reserve the right to terminate the agreement / booking without refund of money if the behaviour of any guest is considered unacceptable, the site rules broken, or if the number of occupants exceeds that stated at the time of booking.