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Booking Terms and Conditions

This page outlines the terms and conditions that constitute a contract between Stainsborough Hall Ltd. and people and organisations making reservations with Stainsborough Hall Ltd. 

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In these terms and conditions “You” or “Your” means the person named on the booking as the lead guest.  “We” or “Us” means Stainsborough Hall Ltd. (Company number 10664577), whose registered address is Stainsborough Hall, Stainsboro Lane, Hopton, Wirksworth, Matlock, Derbyshire, DE4 4PU, UK. 

 

Please read these terms and conditions carefully before making a booking.

Your contract with us begins when we receive a payment from you to secure your booking, and it is reasonably assumed that you will have read and agreed to all terms and conditions when you make the initial payment.

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The person making the booking must be one of the guests and this contract binds you and all the members of your party.  It is your responsibility to ensure that members of your party accept the terms and conditions set out in this contract document. 

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Failure to disclose all relevant information or to comply with these terms and conditions may lead to termination of the contract and loss of the booking.

PRICES, PAYMENTS, ADDITIONAL EXTRAS AND BOOKING

PAYMENTS

  • Reservation fees comprise the Accommodation fee and include VAT. 

  • A deposit of 25% of the total reservation price is payable at the time of booking.  Bookings are not confirmed until payment is received.

  • The balance must be paid no later than 84 days prior to your arrival. 

  • Where bookings are made for properties that are less than 84 days prior to arrival the balance payment must be made within two days of making the reservation. 

ACCOMMODATION PRICING

  • We reserve the right to regularly review and amend the prices we charge for our properties based on a range of factors at any time.

  • Once a reservation has been confirmed and the deposit payment has been made the price of your stay will not change. 

  • All prices given include utilities, linen, towels, and cleaning before and after your stay.

  • All prices include VAT.

DAMAGE

  • We do not hold Damage Deposits for reservations - however, by entering into this agreement you do agree to pay for all replacement costs, tradesmen costs, staff time, call-out fees, and fines that we may incur as a result of your activities in our properties. 

  • This includes, but is not limited to:

  • Lost keys 

  • Damage to the furniture and contents

  • Lost towels. 

  • Excessively stained bedding and towels (for example wine stains, sickness, make up or fake tan).

  • Items removed from the property (for example batteries from the remote control, pillows, dishes etc. )

  • Excessively untidy properties that take longer to clean than we would normally take.

  • Non-declaration of chargeable extras - for example, undeclared dogs, day guests, etc. 

  • Smoking indoors or leaving discarded cigarette butts.

  • Failure to pick-up dog poo which then requires a member of staff to do it. 

  • Setting off fire extinguishers or activating the monitored fire alarms. 

ADDITIONAL CHARGES

  • Late check-outs are offered (subject to availability) for an additional cost of £50 per hour, per cottage, and £100 per hour (in the Hall) up to a maximum of two hours late.   Please note Early Check-ins are not provided.

  • There is a £20 Fuel supplement per cottage per stay to cover the rising energy and fuel costs. 

  • The pet fee is £25 per pet per stay.  Please note - pets are welcome in the cottages but are not permitted in the Main House/The Hall.

  • Hot Tub Fee (main house only).  The Hot Tub fee is £200.00 per stay. 

BOOKING RULES

  • The Main House and all Cottage bookings are accepted up to two years in advance.​

  • Individual cottage bookings are accepted no more than 12 weeks in advance. 

  • The person booking the property has to be one of the guests.

  • Properties can not be booked by anyone under the age of 21. 

  • To host a group at the Stainsborough Hall Estate you can either rent the house (20 people) or all of the cottages together (23 people).

  • The house and the cottages are not bookable together, nor is it possible to book the house with one or two cottages and expect that the guests can join you in the main house.

  • Hen and Stag parties are accepted in either the main house or when all of the cottages are booked together.  It is not possible to book just one or two cottages for a hen or stag party.

  • Visitors not staying at the property are not permitted to attend events in the evenings in either the Main House or the cottages.

  • We do not permit the erection of marquees, tipis, gazebos, bouncy castles, or other such structures anywhere on the Stainsborough Hall estate. 

  • All bookings are for the named property detailed in your confirmation.  Reservations are not linked to how many people are in your group and discount prices/refunds are not provided if your group is less than the maximum occupancy. 

  • Bookings for weddings and wedding receptions, 18th and 21st birthday parties are not accepted. 

PRE-ARRIVAL INFORMATION REQUESTS

  • Before arriving at the property you will be asked for the Names and Addresses of all guests that will be travelling with you, the ages of all children, the number of dogs you will be bringing with you through an online questionnaire.

  • This information is needed for security purposes;  so that we can comply with the law regarding safety features required for children; and so that we are able to provide information to Public Health England when requested. 

  • Failure to provide this information will result in the cancellation of your reservation without a refund. 

CANCELLATIONS AND REFUNDS

  • Once you have made a booking there is no cooling-off period in which you can cancel without charge, as the contract you have entered with us is for accommodation services for specific dates.  In line with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

  • FULL payment is required 12 weeks (84 days) before arrival or when booking if arrival is less than 12 weeks from the time of booking. 

  • We reserve the right to cancel reservations where full payment is not received 12 weeks before arrival. 

  • In the event of cancellation, you must notify us as soon as possible in writing (or via email). 

  • Cancellations are refunded per the following sliding scale, and these apply to all properties at Stainsborough Hall.  

    • Notice of cancellation more than 12 weeks (84 days) before arrival - no refund of the 25% booking deposit, but no additional charges will be made. 

    • Notice of cancellation between 8 and 12 weeks (56 - 83 days) - 50% refund of total price paid.

    • Notice of cancellation between 4 and 8 weeks (28 - 55 days) - 25% refund of total price paid.

    • Notice of cancellation between 1 week and 4 weeks (7 - 27 days) - 10% refund of total price paid.

    • Notice of cancellation less than 1 week - no refund provided. 

 

  • Stainsborough Hall will make every attempt possible to replace your reservation with a new booking as soon as we receive a cancellation and Where the property can be re-let, we will refund the pro rata amount for the dates that are re-booked, minus a deduction equal to 10% of the rental value to cover administration and re-letting costs. Any refund or part refund may not be processed until after the holiday end date. If the property is not re-let, then the above policy will be in place.  

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WE STRONGLY RECOMMEND THAT ALL GUESTS TAKE OUT HOLIDAY INSURANCE TO COVER CANCELLATIONS. 

RESERVATION AMENDMENTS 

AMENDMENTS BY YOU

 

  • If you want to change any detail of your confirmed booking you must let us know as soon as possible.  We will do our best to accommodate your request, but we cannot guarantee that we will be able to meet all requests for changes.

 

  • For changes request more than 12 weeks before arrival:

    • Where we can accommodate the requested change - you must pay any price difference between your original reservation and the new dates when the balance payment is due.  If the cost is lower, the balance payment will be adjusted accordingly.

    • If we are unable to agree on new dates with you - your booking will be considered cancelled and you will receive a full refund of the deposit paid, minus the non-refundable booking fee. 

 

  • For changes to reservations requested on or less than 12 weeks before arrival:

    • We will provide a booking amendment when we are able to re-sell your original reservation dates.  In this circumstance we will provide you with new dates (subject to availability) for your approval and you must pay any price difference between your original reservation to secure the new dates.  If the cost is lower you will receive a refund. 

    • If we are unable to re-sell your dates, we will have to consider your reservation cancelled and refunds will be provided according to the terms of our cancellation policy. 

HOUSE RULES

The following house rules apply to all reservations and all guests at the Stainsborough Hall Estate.  They are intended to preserve the quality of our accommodation, to make sure that everyone can enjoy their holiday safely, and to make sure that our neighbours (both human and animal) and other guests are not disturbed.

QUIET TIME

  • Our properties are not intended for boisterous parties - quiet time is from 11 pm to 8 am. 

MAXIMUM OCCUPANCY

  • The number of people using the accommodation must not exceed the maximum occupancy numbers outlined below at all times:

    • Derwent Cottage - six people plus one baby in a travel cot

    • Dovedale Cottage - six people (not suitable for babies and infants)

    • Henmore Cottage - four people plus one baby in a travel cot

    • Lathkill Cottage - three people plus one baby in a travel cot

    • Summer Cottage - four people plus one baby in a travel cot

    • The Hall - twenty people plus two babies in travel cots.

  • Only those people listed by name on the pre-check-in questionnaire can occupy the property.

  • We do not permit the use of additional camp beds in the accommodation.

  • Camping and/or caravanning is not permitted on our grounds.

CAR PARKING

  • We have allocated car parking spaces at a rate of one per bedroom, therefore the number of cars you can bring with you is as follows:

  • Cottage Car Park

    • Derwent Cottage - three cars

    • Dovedale Cottage - three cars

    • Henmore Cottage - two cars

    • Lathkill Cottage - two cars

    • Summer Cottage - two cars

  • The Hall Courtyard

    • Main house/The Hall - ten cars

  • Please do not bring more cars than allocated - we do not have space for more vehicles and we will have to ask you to remove additional cars. 

VISITORS AND GUESTS THAT ARE NOT STAYING 

  • The number of day visitors permitted is limited and they must be pre-approved and a fee of £25 per person, per day paid before their arrival. They must leave the property before 7 pm.

  • Day visitors/Additional guests will not be allowed in the Main House - unless the group staying consists of less than 20 people. 

  • Day visitors to the cottages must leave the property by 7pm each evening. 

  • The facilities at Stainsborough Hall are intended only for guests staying at the property and day visitors can impact on the enjoyment of other guests.  For this reason, day visitors can not use the tennis court, games room, hot tub (Main house) or other facilities. 

  • Car parking for day guests is subject to availability and will be discussed prior to your arrival.  If we are full, additional parking will not be possible, and in this instance, visitors will have to park in the nearby public parking areas around Carsington water and walk to the property.  Visitors can not leave their cars at the property overnight. 

EXTERNAL SUPPLIERS AND SERVICES

  • We do not permit the hiring or use of hot tubs, speaker systems, discos, or other such entertainment systems. 

  • There may be times when you want to engage a third-party supplier such as (but not limited to) caterers, dog sisters, yoga teachers, tennis coaches, food vans, wine tasting sessions, beauticians etc. to provide services to you and your group while staying with us.  The following terms and conditions are in place regarding outside suppliers:

  • Before engaging a third-party supplier, you must ask for permission.  In the process of granting permission we will ask for information such as full details of the service, the business providing the service, and we’ll ask for copies of their public liability insurance, along with any other information required by our insurance company.  

  • We will try to accommodate all requests, but we can not approve any company or individual that does not have public liability insurance nor if the activity is on our insurance company’s ‘hazardous activity list’.

    • Hazardous activities include (but are not limited to) bouncy castles/ inflatables, firework displays, horse riding, archery, clay pigeon shooting.  Any requests for these activities will automatically be forwarded to our Insurance company for approval and consent will only be granted with their agreement.  The Insurance company’s decision will be final. 

  • Please do not engage a third-party before you have approval as we will not be liable for any costs associated with you having to cancel their services.

  • We may impose additional costs depending on the activities of your third-party provider and their use of our facilities. 

  • Where we provide recommendations for third-party providers, based on our own experience of feedback from other guests, we shall not be liable for the failure of a particular service provider to properly perform the relevant services - this being a matter between you and the relevant third-party provider.  Providing such a recommendation/suggestion does not remove the requirement to seek consent to use them. 

  • We do not engage third-party suppliers on behalf of guests.  All contracts should be made directly between the guest and the supplier.  

  • Failure to notify us of a third-party supplier activity on the Stainsborough Hall Estate will result in the supplier being asked to leave the premises immediately.  We will not be liable for any fees or costs associated with the supplier being asked to leave. 

  • Stainsborough Hall Ltd. is not liable for any accident or injury occurring at the premises, save where the accident or injury is as a result of the negligence or wilful misconduct of Stainsborough Hall Ltd. 

SIGNAGE AND DECORATION

  • Furniture must not be moved from its original position.

  • Nothing should be stuck to the walls, doors, or any part of the internal or external structure.  This includes, but is not limited to, balloons, banners, posters, photos etc..

  • Glitter, confetti, rice, nor any other such decorative substance is not to be used either inside or outside any of the buildings. 

  • Signage can not be added to the drive, road, nor surrounding areas. 

ACTIVITIES DURING YOUR STAY

  • The Stainsborough Hall Estate can not be used as a base for business activities.

  • Professional photography is not permitted within the grounds or buildings without the written approval of the owners.  Photographs can not be used for any commercial or promotional purpose without the written approval of the owners. 

FIRE-RELATED HAZARDS

  • The use of candles or any other item where a naked flame is used is strictly prohibited. 

  • Fires, fireworks, and Chinese Lanterns are not permitted at any time. 

  • Smoking and vaping are not permitted inside the properties. 

  • Smoking is permitted outside as long as you step away from any open doors or windows, and the smoke is  not affecting other guests

  • Stubs must be disposed of responsibly. 

PETS

  • Dogs are permitted in the cottages but not in the main house.

  • No other domestic pets are accepted in any property.  

  • Assistance dogs are permitted at our properties, however, please notify us at the time of booking that you will be bringing an assistance dog with you. 

PRACTICAL INFORMATION

FACILITIES

  • Reservations for the Main House include access to the Main House, the gardens immediately around the Main house, use of the Table Tennis room (in the Garages - which closes at 10 pm), shared use of the Tennis Court, and shared use of the children's play area. 

  • Reservations for ALL cottages, includes access to the cottages and the gardens immediately behind these buildings, access to the communal dining area and kitchen, access to the tennis-court games room (with table tennis table, which closes when it's dark), and shared use of the Tennis court.

  • Reservations for an individual cottage includes access to the named property, shared use of the cottage gardens, tennis court and the Tennis-court games room.

ARRIVAL AND DEPARTURE TIMES

  • Arrival is from 3 pm onwards.  We never allow early check-ins and your property will not be accessible before this time. 

  • Departure is by 10 am, although late check outs may be available and are subject to fees and availability. 

ELECTRICAL VEHICLE CHARGING POLICY 

This policy applies to all members of the Booking Party and such other visitors of the Property. It shall be the responsibility of the Lead Guest to inform all members of the Booking Party and any visitors of this policy.

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  • For the purpose of this policy an EV is any vehicle that uses electric motors, either fully or partially, to drive its wheels. It will derive some or all its power from rechargeable batteries which requires connection to the electricity grid (plug-in). This includes fully chargeable and plug-in hybrid cars, motorbikes, buggies, scooters, mopeds, bicycles, utility vehicles and tracked vehicles.

    • ​Domestic chargers are not permitted at the Property

      • ​Most EVs are supplied with a domestic charger, commonly known as a 'granny charger' or a ‘trickle charger’. These cables recharge the EV using a domestic power source via a 3-pin wall socket.

      • Domestic chargers are not suitable for use in the Property and will create a fire hazard. The use of domestic chargers is strictly forbidden.

      • We retain the right to carry out reasonable inspection, on a without-notice basis, to ensure that granny chargers are not in use in the Property.

      • You are solely liable for any damage or loss suffered by us as a result of your unauthorised use of domestic chargers.

    • Dedicated charging points can be found at:​​

      • The Coop in Wirksworth​

      • The marketplace in Wirksworth. 

DAMAGE TO BUILDING AND CONTENTS

 

  • In making a booking you accept responsibility for any theft, breakage or damage caused by you or any member of your party to our buildings and/or property, and agree to indemnify us in full for any loss that we may incur as a result. 

  • You will be responsible for the cost of any accidental damage to property, contents or buildings up to £500.

  • You will be responsible for 100% of the costs of any non-accidental damage that you or your group cause to the property or its contents. 

  • Please treat the facilities and accommodation with due care so that other guests may continue to enjoy them.  In the event that you notice damage in your accommodation please let us know immediately so that we can take appropriate action.  If there have been breakages during your stay, we would be grateful if you can either replace them or let us know.

  • The accommodation is inspected and photos taken before every arrival and after every departure. 

 

COMPLAINTS PROCEDURE

 

  • Any problem or complaint, concerning any aspect of our service or the accommodation, must be reported to us as soon as it happens and we will endeavour to put it right. 

  • We will not consider any complaints not reported to us at the time and only reported after you have left. 

 

OUR RIGHTS OF ACCESS

 

  • Under normal circumstances, nobody from Stainsborough Hall Ltd. will access your property - unless invited to do so - during your stay.

  • If your stay with us lasts more than seven days we do provide a service clean. Our staff will need to access the accommodation in order to perform this, but we will agree on a time for this service in advance. 

  • We and/or contractors may need to access the property you are staying in if there is an unforeseen problem.  If this happens, we will do our best to let you know in advance of the date and time that we will need access. 

  • If we do need to access your accommodation for any reason we will always try to access the property at a reasonable, convenient time (other than in an emergency).

 
OUR RIGHT TO EVICT
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  • We may terminate our contract with you and ask you to leave your accommodation immediately and without refund or compensation in the following circumstances.  If:

    • It is deemed that you or your party have committed a serious breach of these Terms and Conditions.

    • We believe that you or your party’s behaviour endanger the safety of our other guests or staff.

    • We receive any complaints of anti-social or unacceptable behaviour against you or your party.

    • We believe that you or your party are causing an unreasonable amount of damage to the property or contents. 

    • The maximum occupancy limit for your accommodation is exceeded. 

 

OUR LIABILITY

 

  • We will not accept responsibility for any accidents, injuries or illnesses that occur while on the premises or while using the facilities at Stainsborough Hall.  

  • Stainsborough Hall Ltd. does not accept responsibility for the loss of personal belongings or valuables of the guest.

  • By making this reservation, all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invited to use the premises. 

 
EVENTS BEYOND OUR CONTROL

 

  • We will not be liable for, nor provide a refund or compensation, for any failure or delay in performing our obligations where that failure or delay results from any cause that is beyond our reasonable control. Such causes include, but are not limited to: power failure, internet service provider failure, strikes, lock-outs or other industrial action by third parties, riots and other civil unrest, fire, explosion, flood, storms, earthquakes, subsidence, acts of terroism (threatened or actual), acts of war (declared, undeclared, threatened, actual or preparations for war), epidemic/pandemic or natural disaster, or any other event that is beyond our reasonable control. 

 

LOST PROPERTY

 

  • If you leave any of your possessions behind please contact us as soon as possible.  We reserve the right to charge you for any storage and delivery costs that we incur in relation to your lost property.  We will hold all lost property for six months, after which it will be disposed of. 

  • We will not be liable for possessions that you believe have been left behind but which we can't find.

 
GOVERNING LAW

 

  • These terms and conditions are governed by English Law.  You and we both agree to submit to the non-exclusive jurisdiction of the English courts.

  • We reserve the right to amend our terms and conditions from time to time.  When terms and conditions are updated, the terms agreed at the time of your reservation will be enforced.  

 

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Updated Version 8 - 25 March 2024

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