Stainsborough Hall Limited

Stainsbro Lane, Callow, Wirksworth, Derbyshire, DE4 4PU, UK

Company Number: 10664577

VAT Registration Number: 330 2912 41

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Booking Terms and Conditions

This document outlines the terms and conditions that constitute a contract between Stainsborough Hall Limited and people and organisations making reservations at the holiday cottages at 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 4DF, UK.

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


Your contract with us begins when you confirm that you have accepted our terms and conditions either by email or by confirming your reservation with one of the booking sites that we use.


You, as the person making the booking, will be responsible for all members of your group. You, as the person in charge of your party, must be at least 18 years old at the time of booking.


  1. Paying for the Accommodation

    • We require a down payment of 25% of the total amount cost of your booking for bookings made more than 30 days in advance.  This should be paid within 24 hours of making the reservation. The balance will generally be due 30 days before the start of your stay.  For reservations during the Christmas and New Year period -- the balance is due 60 days before the start of your stay. 

    • For bookings made less than 30 days in advance you must pay the total amount payable for your booking upon confirmation.

    • If you do not make any payment by the due date we will send you a reminder by email or by telephone. If you fail to make the relevant payment within four days of the due date, we will assume that you wish to cancel your booking. If this happens, your booking will immediately be cancelled and the cancellation fees outlined below will apply.

    • A refundable damage deposit is required for all reservations according to the information 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 after you have left the property.  You will be informed if any deductions are to be made within three working days. ​For more information about deductions please see our website. 

  2. Accommodation Pricing

    • We reserve the right to regularly review and amend the prices we charge for the cottages 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 to cover the booking fees imposed by said booking channels.

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

  3. Cancellation and Refund Policy

    • If you wish to cancel a confirmed booking you must let us know by email as soon as possible. Your booking will be cancelled with effect from the day we receive your email.

    • The closer we get to your arrival date the likely-hood of us being able to re-sell your cottage decreases. Therefore our cancellation charges increase as you get closer to the date of arrival.

    • Our refund policy is as follows:

      • Cancellations made more than 30 days before arrival (or 60 days for Christmas and New Year reservations) - 100% refund of the total cost

      • Cancellations made 14 to 29 days before arrival - 50% refund of the total cost

      • Cancellations made less that 14 days before arrival - 0% refund of the total cost

  4. Booking 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 you, but we cannot guarantee that we will be able to meet any request for changes.

    • If we do change your booking, you must also pay us any additional rental costs due as a result of the change – we will confirm the amount of any additional rental costs due at the time we change your booking.  If your rental costs are lower as a result of the change – we will refund you the difference at the time we change your booking, provided it is more than 14 days before your stay date.

  5. Booking Amendments by Us

    • Sometimes we may have to make changes to your booking.  We will try to keep these changes to a minimum but occasionally problems can occur and bookings may have to be changed or cancelled. 

    • If we do need to change or cancel your booking, we will do our best to offer you a suitable alternative booking at Stainsborough Hall. If we are not able to offer you a suitable alternative, or if you do not accept the alternative we offer, we will refund you the total amount you have paid for the booking. 

    • If we do need to change or cancel your booking, we will only be responsible for foreseeable losses that you suffer as a result of that change or cancellation and we will not be responsible for any unforeseeable losses you suffer as a result of that change or cancellation.

  6. Maximum Occupancy

    • We set maximum occupancy according to the facilities and equipment available in each cottage.

    • You must ensure that the maximum number of people occupying the cottage(s) does not exceed the maximum occupancy limits listed on our website. This occupancy number must include all children and babies.

    • You must not bring additional camp beds to the accommodation or allow tents, caravans or campervans at the accommodation.

    • If you exceed the maximum occupancy number we reserve the right to ask you to leave immediately without a refund or compensation.

  7. Car Parking

    • We have allocated car parking spaces at a rate of one per bedroom.  Therefore, guests in the two-bedroom cottages can have free car parking for two cars and guests in three bedroom cottages can have free car parking for three cars.

    • Additional cars above these allocations must be approved in advance and will attract a £5 per day car parking fee.

  8. 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 £8 per person per day – additional car parking spaces will be allocated on a basis of one per two additional people. 

  9. General Rules

    • 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.

    • The holiday cottage accommodation must only be used for the purposes of a holiday. You must not use the accommodation for any other purpose, including for any business purposes, without our prior written consent.  

    • You must keep the cottage(s) and its contents clean and tidy and leave them in the same condition as when you arrived. 

    • You must not use the accommodation, or allow it to be used, for any dangerous, offensive, noisy, illegal or immoral activities. You must not cause any nuisance or annoyance to any neighbours or anyone else during your stay. 

    • Smoking is not permitted in any part of the cottage(s) or the games room. You and your group must not smoke inside. You and your group must not use candles, fireworks or Chinese lanterns.

    • Dogs are permitted.  You must tell us at the time of booking if you wish to bring a dog and pay the appropriate fee - £25 per dog per stay.  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.

  10. Games Room, Tennis Court, Wine Bar and Communal Space Usage

    • We do have a games room, tennis court, wine bar and communal space at Stainsborough Hall that is for use by all guests.  You should be considerate to other guests at the property and not arrange activities in these spaces that will make them inaccessible to other guests.

    • It will only be possible to use these areas exclusively if you have simultaneously hired all four cottages at Stainsborough Hall.  The Wine Bar is a licensed premises and exclusive events held in this space require drinks to be brought from the bar.  Any private events/parties/activities involving outside vendors (for example but not limited to caterers, entertainers etc.) must be pre-approved and depending upon the activity may incur additional costs.

    • We reserve the right to close these areas to guest use on an as needed basis.

  11. Damage to Cottages and Their Contents

    • 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.

  12. Complaint’s Procedure

    • If you have any problems with your cottage, please contact us immediately and give us the opportunity to resolve it either in person or by email.  We will work with you to ensure that any complaints are investigated and resolved as promptly and efficiently as possible.

  13. Our Rights of Access

    • We and/or contractors may need to access your cottage(s) 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 any service clean. 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).

  14. 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.

  15. 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.

  16. Events beyond our Control

    • We will not be liable for, nor provide a refund, 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 or other natural disaster, or any other event that is beyond our reasonable control.

  17. 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:

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

      • Place used towels in either the shower or bath.

    • 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.

    • Directions and additional information will be sent out one week before your arrival date.

  18. 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.