Terms and Conditions

Terms & Conditions

By making a booking with The Barn Oakenshaw Ltd (“we”, “our”, “us”), you (“guest”, “you”) agree to be bound by the following Terms & Conditions. These terms govern your stay at our property and your use of our website and booking platforms.

1. Booking & Payment

1.1 Bookings are only confirmed once full payment (or deposit if applicable) is received and you have received a written booking confirmation.

1.2 The person making the booking must be over 18 years old and accepts responsibility for all members of their party.

1.3 We reserve the right to cancel bookings where payment terms are not met.

2. Cancellation & Refunds

2.1 We operate a strict No Refunds Policy. All bookings are non-refundable once confirmed.

2.2 This includes guest cancellations, early departures, and no-shows, regardless of the reason (e.g., illness, transport issues, weather, or personal emergencies).

2.3 By making a booking, you confirm that you understand and accept this no-refund policy in full.

2.4 In the rare event that we must cancel your booking due to unavoidable circumstances beyond our control (e.g., property damage, force majeure), a full refund will be provided. No further compensation will be offered.

3. Check-in & Check-out

3.1 Check-in time: from 3:00 PM

3.2 Check-out time: by 10:00 AM

3.3 Early check-in or late check-out may be arranged in advance, subject to availability, and may incur an additional charge. Unauthorised late check-out may incur a charge of £30.00 per hour or part thereof. 

4. Use of Property

4.1 The property is to be used for short-term holiday accommodation only.

4.2 No parties, events, or commercial photography are allowed without prior written consent.

4.3 Only guests included on the reservation and declared to The Barn Oakenshaw Ltd may enter or use the property and its facilities.

The maximum occupancy stated on the booking must not be exceeded at any time without prior written approval.

Day visitors are not permitted without prior written consent.

The lead guest must provide the names of all adult guests upon request and remains responsible for the conduct of all guests and visitors.

Any person not included on the booking shall be considered a visitor and is not permitted on the property without prior written consent from the host. Any unauthorised guests or visitors may result in one or more of the following:

• An additional charge of £50.00 per unauthorised guest, per night

• Immediate termination of the booking without refund

• Refusal of entry to the property

• Additional cleaning, security or administration charges where applicable

The lead guest is responsible for ensuring all guests and visitors comply with these terms and must provide the names of all adult guests upon request.

The lead guest accepts full responsibility for all charges, damages, breaches of house rules and costs arising from the actions of any guest or visitor associated with the booking.

4.4 Smoking is strictly prohibited inside all buildings, hot tubs and enclosed areas on the premises.

4.5 Vaping is permitted anywhere throughout the site indoor/outdoor.

4.6 Pets are not permitted.

4.7 Noise, Nuisance & Respect for Other Guests

The Barn Oakenshaw is a family-friendly accommodation and guests must respect neighbouring properties and other guests staying on the estate.

Quiet hours apply between 10:00pm and 8:00am.

During this time, noise must be kept to a minimum, including outdoor conversations, music and social gatherings.

For guests staying in individual accommodation units (The Barn, The Log Cabin, The Oak and The Residence), hot tub use after 10:00pm must be conducted quietly and with consideration for other guests staying on the estate.

Where the Full Estate has been exclusively booked by a single group, guests may continue to use the facilities after 10:00pm provided noise is kept to a reasonable level and no nuisance is caused to neighbouring properties.

Any complaint of excessive noise, anti-social behaviour, nuisance, smoking in prohibited areas or disturbance to other guests may result in:

• A warning being issued
• Additional charges being applied
• Immediate termination of the booking without refund

4.8 CCTV & Property Monitoring

External CCTV operates in communal and exterior areas for the purposes of security, safety, crime prevention, occupancy verification and enforcement of house rules.

CCTV does not operate within any private internal accommodation areas.

By making a booking, guests acknowledge and consent to the use of external CCTV monitoring. CCTV footage may be used to verify occupancy levels, visitor numbers and compliance with house rules.

4.9 Complaints & Evidence of Breach

Any complaint received from another guest, neighbour, contractor, cleaner, member of staff or security provider regarding excessive noise, smoking, nuisance behaviour, unauthorised guests or breach of house rules may be relied upon as evidence when investigating a breach of these Terms & Conditions.

We reserve the right to use CCTV footage, photographs, videos, witness statements and written communications as evidence of any breach.

5. Guest Responsibilities & Conduct

5.1 Guests must treat the property, contents, and surrounding area with care and respect.

5.2 You are responsible for any damage or loss caused during your stay, whether by you or any members of your party.

5.3 You must leave the property in a clean and tidy condition on departure.

6. Damage & Additional Charges

6.1 We do not take a security deposit upfront. However, you will be held financially responsible for:

• Any damage to the property, furnishings, or fixtures

• Loss or theft of items

• Excessive cleaning required after departure

• Breach of any part of these Terms & Conditions

6.2 Charges will be made to the payment method used at booking or invoiced directly to the guest.

6.3 Failure to report damage before check-out may result in higher charges and possible ban from future bookings.

6.4 Additional Cleaning & Smoking Charges

Where smoking, vaping, excessive mess, stains, odours, bodily fluids, excessive rubbish or other breaches of house rules require cleaning beyond the standard turnover clean, guests will be charged the full cost of any additional labour, materials, specialist treatment, loss of income and any associated costs reasonably incurred.

7. Fraudulent Image Manipulation & Damage Claims Policy

7.1 We photograph and document the condition of the property before every guest stay.

7.2 Guests must submit accurate, truthful photos or videos when reporting damage or making a claim.

7.3 Strictly prohibited conduct includes:

• Digitally altering images to suggest false damage
• Using AI-enhanced or unrelated images
• Staging or manipulating items to fake damage

7.4 If manipulation is detected:

• Your claim will be rejected
• You may be charged in full
• We may take legal action and report to booking platforms

7.5 Falsified claims may constitute civil or criminal fraud.

8. Liability

8.1 We accept no liability for personal injury, illness, or loss of property during your stay, except where caused by proven negligence.

8.2 Use of facilities such as hot tubs, outdoor areas, and driveways is entirely at your own risk.

8.3 Parents/guardians are responsible for supervising children at all times.

9. Website Use & Content

9.1 Our website content is for general information and personal use.

9.2 We strive for accuracy but are not liable for errors or omissions.

9.3 We may update these Terms at any time without notice.

10. Privacy Policy

10.1 We process personal data in accordance with our Privacy Policy (available on our website).

10.2 We will never sell your data to third parties.

10.3 Your data is used only to manage your booking, communication, and legal obligations.

11. Governing Law

11.1 These Terms are governed by and construed in accordance with the laws of England and Wales.

11.2 Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Concierge Services, Events & Package Bookings

12.1 We will soon offer bespoke packages and concierge services, including:

• Hen & stag weekends

• Weddings & special occasions

• Wellness retreats

• Corporate retreats & team building

• Golf & country break packages

• Private chef hire and catering services

12.2 Availability and pricing for these services are subject to custom quotation and may vary by season, group size, and supplier availability.

12.3 Additional booking terms, security deposits, contracts, or vendor-specific agreements may apply to events and services arranged on your behalf.

12.4 You accept full liability for the conduct of all guests and for any third-party contractors you hire through or independently of us.

12.5 We reserve the right to decline, cancel or terminate event-related bookings that pose unreasonable risk, breach local regulations, or cause nuisance to neighbours.

12.6 Refunds, if any, for concierge services will be governed by the vendor’s own cancellation policy — not our standard refund terms.

13. Acceptance of Terms

By making a booking, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions.

Crisis Events, Travel Disruption & Force Majeure Policy

1. Definition of Crisis Events

For the purposes of this agreement, a “Crisis Event” includes (but is not limited to):

• Fuel shortages, fuel rationing, or significant increases in fuel costs
• Pandemics, epidemics, or public health emergencies
• Travel disruption including rail, air, road, or public transport interruptions
• Government guidance or advisories discouraging travel
• War, armed conflict, terrorism, civil unrest, riots, or national security events
• Natural disasters, severe weather events, or environmental hazards
• Infrastructure failures or regional/national service disruptions
• Government-imposed restrictions, regulations, or emergency powers affecting travel or accommodation

2. Circumstances Where a Refund Is Not Required

Where travel to the property remains legally permitted and reasonably possible, bookings will continue under the standard cancellation policy.

This includes (but is not limited to):

• Situations where guests choose not to travel due to perceived risk, inconvenience, or cost
• Fuel shortages or rationing where alternative transport options remain available (including rail, taxi, or other means)
• War or unrest occurring outside the UK that does not restrict domestic travel
• General travel disruption that does not prevent access to the property
• Personal illness or individual circumstances not affecting the property itself

In such cases, no refund will be due. However, at our discretion, we may offer:

• A date change (subject to availability)
• A credit note for a future stay
• A partial goodwill gesture

3. Circumstances Where a Refund May Be Provided

A booking may be eligible for a full or partial refund where:

• Government restrictions make travel to the property illegal or formally prohibited
• War, civil emergency, or national measures directly restrict domestic travel within the UK
• The property cannot be accessed due to enforced closures or official restrictions
• We are legally required to cease operations
• The property becomes unavailable, unsafe, or unfit for occupation

In such cases, refunds will be limited to the unused portion of the stay.

4. Platform Bookings (Airbnb, Booking.com, Vrbo, etc.)

For bookings made via third-party platforms, the terms and policies of the relevant platform will take precedence.

Guests acknowledge that:

• External platforms may apply their own “extenuating circumstances” or equivalent policies (including for war, pandemics, or national emergencies)
• Refund decisions made by such platforms may override our standard cancellation terms
• We are not responsible for decisions made independently by third-party platforms

5. Limitation of Liability

We shall not be liable for any indirect or consequential losses arising from Crisis Events, including but not limited to:

• Travel costs
• Alternative accommodation
• Loss of enjoyment or disruption to plans

Our liability is strictly limited to the total booking value paid.

6. Good Faith & Fair Use

We operate a fair and reasonable approach in line with the Consumer Rights Act 2015 and aim to treat all guests equitably.

Guests are expected to act reasonably and not seek refunds where the stay can proceed lawfully and safely.

7. Acceptance of Terms

By making a booking, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions.