Booking Terms and Conditions

We have updated our terms and conditions.  The terms and conditions below relate to all reservations made on or after 2 April 2020. 

For reservations made before 2 April 2020 - the terms and conditions that were in effect on the date of your booking will be honoured (a copy of which can be supplied upon request to individuals that have an existing reservation made before 2 April 2020).

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

In these terms and conditions “You” or “Your” means the person named on the booking. “We” or “Us” means Stainsborough Hall Limited Company number 10664577), Stainsborough Hall, Stainsbro Lane, Hopton, Wirksworth, Matlock, Derbyshire DE4 4PU, UK.

Please read these Terms and Conditions carefully before making your booking.

Your contract with us begins when we receive payment and accept your booking by issuing a booking confirmation.  

The contract binds you & all the members of your party. It is your responsibility to ensure that all members of your party accept the terms of the contract set out in this document.

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

1. Payments

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

  • The balance must be paid so as to arrive no later than six weeks before the commencement of your holiday. If the balance is not received by the due date then your holiday will be treated as a cancellation but you will remain liable to pay the balance payment.

  • Bookings made less than six weeks before your arrival date must be accompanied by payment of the full amount of the holiday price.

  • For reservations during the Christmas and New Year period -- the balance is due 10 weeks before the start of your stay and full payment for holidays booked within this 10 week period at the time of reservation. 

2. Additional Charges

  • A refundable damage deposit is required for all reservations according to the rates published on our website.  This should be paid five days before you are due to arrive.  The damage deposit will be returned to you within seven working days of your departure.  You will be informed if any deductions are to be made within three working days.  For more information about deductions please see our website.

  • Reservations for stays between 1 October and 31 March attract an additional 'log' fee at a rate of £25 per log burner/open fire.  This is to cover the cost of providing one basket of logs, firelighters and kindling for your log burner during your stay. These charges are as follows:

    • Stainsborough Hall (Main House) - two open fires/log burners - 2 baskets - £50

    • Derwent, Dovedale, Henmore, Lathkill and Summer cottages - one open fires/log burners - 1 basket - £25

    • All Holiday cottages - five open fires/log burners - 5 baskets - £125​

  • The pet fee is £25 per pet, per stay.  (please note pets are not accepted in the main house)


3. Accommodation Pricing

  • We reserve the right to regularly review and amend the prices we charge for our properties based on a range of factors.  However, once a booking has been confirmed we won’t make any changes to the cost of your reservation.

  • We reserve the right to display different prices for our cottages on different booking channels.

  • All prices given include all charges for water, electricity, and oil. Linen and towels are also included.


4. Cancellation and Refund Policy

  • All cancellations must be immediately notified in writing (email or post).

  • Where reservations are cancelled more than six weeks before your arrival date (10 weeks for Christmas and New Year Reservations) your deposit will be returned to you.

  • Where reservations are cancelled less than 6 weeks before your arrival date (10 weeks for Christmas and New Year Reservations) the full balance remains due and is not refundable – regardless of the reason for this cancellation. 

  • We will, however, provide a full refund in circumstances where we take a new reservation that matches your original booking and which therefore effectively replaces your reservation - we will notify you should this be the case.

  • We advise guests to take out comprehensive travel insurance. But, if you choose not to take our travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.

5. Reservations 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 any request for changes.

  • For changes to reservations requested more than six weeks before arrival (10 weeks for Christmas and New Year Reservations), 

    • where we can accommodate the requested change – you must pay any difference in cost between your original reservation and the new dates when the balance payment is due.

    • If we are not able to agree on new dates with you - your booking will be considered cancelled and you will receive a refund of your deposit.

  • For changes to reservations requested on or less than six weeks before arrival (10 weeks for Christmas and New Year Reservations),

    • 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 difference in cost between your original reservation and the new dates when the change is made.  If the new dates are at a lower price we will refund the difference.

    • If we are unable to sell your dates, we will have to consider your reservation cancelled and a refund will not be provided.


6. Reservations Amendments by Us

  • We will not cancel any reservation, except in exceptional circumstances beyond our control.  Notification will be given of the cancellation as soon as possible and we will, in the first instance, offer alternative dates or accommodation in another comparable property at Stainsborough Hall, or a Refund credit note for a future reservation (the future date to be agreed within six-months of the cancellation date). 

  • Where we are not able to reach an agreement on future travel plans within this six-month period, we will refund all payments made for your holiday at the six-month point.

  • Our liability for cancellation will be limited to payments made to us.

7. Maximum Occupancy

  • The number of people using the accommodation at any time must not exceed the maximum occupancy number for the property you have reserved as follows:

    • Derwent Cottage - six people to include all babies and infants.

    • Dovedale Cottage - six people to include all babies and infants.

    • Henmore Cottage - four people + one baby or infant under the age of 2 years old.

    • Lathkill Cottage - four people to include all babies and infants.

    • Summer Cottage - four people + one baby or infant under the age of 2 years old.

    • All cottages as a single reservation - 24 people to include all babies and infants.

    • The Hall - 20 people + two babies or infants under the age of 2 years old.

  • 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 or the use tents, caravans or campervans in the grounds.

  • We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.


8. Car Parking

  • We have allocated car parking spaces at a rate of one per bedroom.  Therefore, we have allocated parking 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

      • All cottages as a single reservation - 12 cars

    • The Hall Courtyard

      • Main House guests only - 10 cars

  • We ask that you don't bring more cars than allocated to your property as we do not have space for more vehicles.

  • We will ask you to remove vehicles that exceed your allocation from the property.


9. Day Visitors

  • Our cottages and the facilities at Stainsborough Hall are intended only for guests staying at the property.  Large numbers of day visitors can impact on the enjoyment of our facilities by other guests therefore; we discourage the practice of day visitors coming to Stainsborough Hall.

  • If you would like to invite guests to the cottages during your stay, you will need to notify us in advance.  There is a charge of £10 per person per day – additional car parking spaces will be allocated if possible. However, if we are full - Day visitors will need to park in the Carsington public pay and display car parks and walk to the property.

10. General House Rules

  • The following house rules apply to the hiring of one or more of the properties at Stainsborough Hall.  They are intended to preserve the quality of our accommodation, and to make sure that our neighbours – both human and animal – and other guests are not disturbed. 

  • We do enforce these rules and, unfortunately, if you break any of the house rules we will have to ask you to leave immediately without a refund or compensation.  We just want to make sure that everyone has an enjoyable, relaxing and safe stay with us.

    • An information book will be provided in your accommodation.  Please make sure that you and your group read this information pack when you arrive as it provides important information about your stay and some useful information about the area.

    • Please let us know who is staying.  We do ask you to provide a list of people that will be staying at the property in advance of your arrival for security reasons.

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

    • Our cottages are not intended for boisterous groups. Quiet time has to be observed from 10pm onwards. 

    • Hen and Stag parties are only accepted in the main house or if all of the Holiday Cottages are hired together.  We do not accept Hen or Stag if only one or two cottages are booked.

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

    • Outside suppliers – for example caterers, art class providers, tennis or yoga instructors etc. – must be pre-approved by the owners. There may be a cost for their use of our facilities and we will need to see copies of their liability insurance.

    • Furniture must not be moved from its original position. 

    • Nothing should be stuck to the walls, doors or any part of the structure – this includes, but is not limited to, balloons, banners, posters and photos.

    • Glitter, confetti, rice or any other such decorative substance is not to be used either inside or outside any of the buildings. 

    • Signage cannot be added to the drive, road or surrounding areas.

    • The cottages cannot be used as a base for business activities.

    • This is a private estate and as such, professional photography is not permitted within the grounds or buildings without written approval of the owners.  Photographs cannot be used for any commercial or promotional purpose without the prior written approval of the owners.

    • Only guests with a reservation are allowed to park their car at the property.  Outside visitors are not permitted to park and leave cars in the car park. 

    • We are surrounded by animals and farmland and fire can be a potential risk factor during the summer months.  We do not allow outside fires (unless it’s a BBQ), fireworks, or Chinese Lanterns.

    • Smoking is not permitted inside the properties.  It is permitted outside as long it's not affecting other guests.  Please get rid of stubs responsibly.

    • Dogs are permitted in the cottages at Stainsborough Hall – but not in the main house.  You must tell us at the time of booking if you wish to bring a dog, pay the appropriate fee - £25 per dog per stay – and agree to abide by the rules regarding pets.  No other domestic pets are permitted. Assistance dogs are permitted at our properties, however, please notify us at the time of booking if you wish to bring an assistance dog with you.


11. The Games Room

  • The Games Room is available for use by all guests staying in the holiday cottages, but it is not available to guests staying in the main house.  You should be considerate of other guests at the property and not arrange activities in these spaces that will make them inaccessible to other guests.


12. The Tennis Court

  • The Tennis Court is available for use by all guests staying at the Stainsborough Hall estate – both in the cottages and the main house.  You should be considerate of other guests and not use the court for more than one hour when others are waiting.


13. Gardens

  • There are two distinct gardens – the cottages and the main house.  Guests should use the gardens associated with the property they have reserved to ensure privacy for other guests.

14. Events, Parties, and Activities

  • Where guests are planning activities that involve communal spaces, gardens or fields, or which span more than one property, they must agree to abide by the ‘event terms and conditions’ – see website.  

15. 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 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 you or your party cause to the property or its contents up to £500.

  • You will be responsible for 100% of the costs of any non-accidental damage you or your group cause to the property or its contents. Any loss or damage caused by your failure to meet the requirements set out in these Terms and Conditions or in your welcome pack, will be considered non-accidental damage.

  • Please treat the facilities & 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 the appropriate action.  If there have been any breakages during your stay, we would be grateful if you could replace them or advise us before you leave. The accommodation will be inspected at the end of the holiday & you may be charged for any loss or damage found.


16. Complaint’s Procedure

  • Any problem or complaint, concerning your holiday must be immediately reported directly to us/our representatives and we will endeavour to put, matters right.

  • We will not consider any complaints not reported to us/the property manager at the time and only reported after you have returned from holiday.


17. Our Rights of Access

  • We and/or contractors may need to access your property 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 your stay with us lasts more than seven days we will provide a service clean. Our staff and/or contractors will need to access the accommodation in order to perform this. We will agree the time for this service in advance.

  • If we do need to access your accommodation for any reason we will always try to access the property at reasonably convenient times (other than in the event of an emergency).

18. Our Right to Evict

  • We may terminate our contract with you and ask you to leave your accommodation immediately (without a refund or any compensation being payable) 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 endangers the safety of our visitors 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 cottage(s) or its contents.

    • The maximum occupancy limit for your accommodation is exceeded.

19. Our Liability

  • We will not accept responsibility for any accidents, injuries or illness that occur while on the premises or while using the facilities at Stainsborough Hall. Stainsborough Hall Limited does not accept responsibility for the loss of personal belongings or valuables of the guest. By accepting this reservation, it is agreed that all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premise.

20. 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 terrorism (threatened or actual), acts of war (declared, undeclared, threatened, actual or preparations for war), epidemic/pandemic or other natural disaster, or any other event that is beyond our reasonable control.

21. Practical Information

  • Check-in is from 3.00 pm onwards.

    • The cottages are accessed using keys that can be found in the box next to each front door.  You will receive the code on the day of your arrival.

    • For guests staying in the main house - the housekeeper will meet you at the house and show you around.  

  • Check-out must be before 10.00 am on the day of your departure.

  • Before you leave please:

    • Leave the property tidy.

    • Ensure that you have appropriately re-cycled your rubbish.

    • Wash the dishes (or leave them washing in the dishwasher).

    • Place used towels in either the shower or bath.


22. 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.


23. 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.

Date 1 April 2020


Stainsborough Hall Limited

Stainsbro Lane, Callow, Wirksworth,

Derbyshire, DE4 4PU, UK

Company Number: 10664577

VAT Registration Number: 330 2912 41

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