Boltholes & Hideaways Conditions of Hire
Conditions of Hire
The booking of the cottage named on the Booking Confirmation letter is made between the Guest and the Owner of the Property for which the booking is made. Boltholes and Hideaways Ltd are an Agent acting on behalf of the Owner. The Conditions of Hire may alter after you have booked/received a copy and thus it is the responsibility of the Guest to check the Boltholes and Hideaways Ltd website for the most up to date version available.
The booking is based upon these Conditions of Hire, and the Agent will enter a legally binding contract acting on behalf of the Owner/s when a booking is confirmed.
Bookings will be accepted as follows:
- Verbally via telephone or other verbal means
- By email direct
- Through the online reservation process on the Boltholes and Hideaways Ltd website.
Any booking shall only be deemed to be accepted when Boltholes and Hideaways Ltd issues a written confirmation of the booking (following checking the availability of the Property when a booking request is submitted via any one of the above three means). When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between us. A contract shall only arise when your booking is subsequently confirmed in writing, via the letter of confirmation sent to you by post or by email andonce a deposit or full payment is made.
Charges and payments:
At the time of placing the booking the guest shall pay the following:
- A deposit (30% of the rental fee)
- A Security Deposit (applicable to some cottages)
- Any chargeable extras (if applicable)
- A £30 booking fee.
Payment is to be made by inter-bank transfer or online by credit or debit card. There is no surcharge when paying by credit card, debit card, bank transfer or cheque.
For the houses that request a Security Deposit for any potential damages, the amount will be securely held using your payment card. Should nay issues arise, the amount agreed upon with thus be deducted from your account using the card details we retain.
All payments for a cottage made from outside of the UK are to be made in pounds sterling. If an overseas guest pays for a booking by bank transfer they will be responsible for settling their own bank charges and Boltholes and Hideaways Ltd reserve the right to pass on to the guest any bank charges incurred from our own bank for receiving such amounts paid by bank transfer from a bank based outside of the UK.
The deposit of 30% of the price of the holiday is required within 7 days of the initial booking, and the balance will be due at least 30 days prior to the start of your holiday. The total cost of the holiday is to be paid if the booking is less than 30 days from the start date of your holiday.
For verbal and e-mail bookings only, we will provisionally hold dates for 48 hours in order to enable you to discuss with others.
Arrival and departure
Your cottage is available from 4pm on the day of arrival and should be vacated by 10am on the day of departure. Please adhere to these times to allow the cottage to be prepared for the next guests. The housekeeper is paid by the hour and we have a schedule for the day. If she or he cannot access the cottage from 10am sharp, it can cause problems as it impedes an appropriate clean for the next guests and time for general maintenance, and we may need to charge for the extra costs incurred.
The keys are to be collected from a place that is agreed upon when the booking is made. Upon departure, please leave the keys at the location agreed upon.
We provide a small amount of tea, coffee and sugar. There is a roll of lavatory paper per bathroom, washing up liquid, a few bin bags and basic cleaning products (dishwasher tablets are in place for cottages with a dishwasher) are provided.
In some cottages the products left may vary and more items may be left dependent upon the specification (e.g. if there is a Nespresso or similar coffee maker as advertised, a few of the coffee pods may be left).
There is a Welcome Folder in each cottage with local information and brochures to help you find things to do. We also provide information on the Boltholes and Hideaways Ltd website. Alternatively, there are links on the Anglesey County Council website which you may find useful to view prior to your holiday.
We do not request a damage deposit in most places as we trust our guests to look after our cottages.
Borthwen Farmhouse, Bwthyn Awel, Bay House, Belan Wen and Cable Cottage guests will have to present a £200 damage deposit which will be repaid following your holiday if there are no damage issues.
Buttercup and 16 Church Street guests will have to present a £100 damage deposit which will be repaid following your holiday if there are no damage issues.
Please contact us with you bank details after the holiday in order for the monies to be repaid via bank transfer. We do not automatically contact you and ask that you send us the details to prompt the return of the money as quickly as possible.
Electricity and heating is provided.
The heating in the Borthwen Barns is through an under floor system and in some through radiators too on the first floors. Crow’s Nest has under floor heating in the bathroom only. Oyster Catcher has just radiators throughout.
In Gamekeeper’s the heating is generated by the Rayburn in winter and through portable heaters in the summer. There is under floor heating in the shower room. Hot water in Gamekeeper’s is generated by the emersion heater in summer and by the Rayburn throughout the winter months.
The Stables has electric heaters and hot water.
Beachcomber’s, Pandy, Tyn Towyn Hideaway and Bodwarren have modern storage heaters and an immersion heater.
Cable Cottage – hot water is consistently available and the heating is via a Rayburn (oil) and is set to come on during the day.
Hideaway Cottage has electric underfloor heating and an electric boiler that supplies hot water to the kitchen sink and shower room.
The other cottages have hot water that is consistently available and the heating is via a combination boiler (oil or gas) and are set to come on during the day.
If you put any boilers on to constant, please do not leave them on that mode when you leave and set them back to the timer.
The wood burning stove or fire in properties with this facility can be used in addition to the other form of heating provided. A small basket of logs /coal is provided free of charge during the colder months of the year only – end of Sept to March. This is a started pack only and enough for one fire. Further logs/ coal may be bought locally.
All bed linen is included in the rental price. There will be one bath towel per person and a bath mat per bathroom. In most cases there will be a few hand towels as appropriate to the number of bathrooms. At least one tea towel is provided for your stay.
The cottages are all non-smoking.
There are commercial bins at most properties which are collected. In these cases the recycling can be put into the commercial bins as they are sorted through in a centre after collection. Please ensure nappies and dog mess is bagged and then put in a larger bin bag before being disposed of. Most of the bins are hand emptied.
Some cottages have single non-commercial black bins which are collected once every three weeks. It is essential that you pull out the bin if it is collection week (stated in the welcome folder) or it will not be emptied for another three weeks which affects future guests and the environment as refuse is scattered by animals if left out on the ground.
Gamekeeper’s, The Stable Loft and The Laundry Loft can dispose of their refuse in the large Gaskell’s black bin with yellow lid located by the wood store next to the large Carreglwyd House.
Dogs are charged for and are only accepted on the strict understanding that they are kept under control, exercised off the premises and are not permitted in the bedrooms or on the furniture. They should not be left in the property unsupervised as this can result in considerable damage to the property and distress to the dog. For the comfort of future guests, please ensure that your dog’s flea and worming treatment is up to date. Relevant injections should have been addressed also. The most common reason for property owners changing their minds and deciding not to accept dogs, is a failure to comply with these conditions. Please bring your dog bedding and any necessary feeding equipment.
At the end of the holiday, all traces of the dog/s should be cleaned from the cottage and garden areas. If any dog/s have left excessive hairs or damaged the owner’s belongings, there will be replacement costs and a cleaning charge invoice raised for you to pay. If any dog excrement is found outside the properties, we will require that it is removed immediately please.
Please let us know if a dog staying is a puppy as we would wish to discuss that in detail prior to agreeing to the stay.
We indicate in the description if a property has an enclosed garden to help you in your choice of holiday, however this does not mean that it is totally escape proof for dogs – very few gardens would pass this test. Please note there are other dogs living locally and there are also sheep kept in the surrounding fields. It will be your responsibility to ensure your dog does not cause any issues. At Gamekeeper’s the dogs that live in the large mansion house next to the cottage do wander up to the cottage. Your dog may not like this intrusion and If this is a concern, please contact us before the holiday to discuss this in detail. We cannot stop this happening the dogs live on the Estate and do take themselves for a walk. There is further information in the Welcome Folder.
Pilot House, Beau Townhouse and Tros Yr Afon, Beaumaris, has free private parking for 2 cars – parked one behind the other. The left hand bay nearest the sea belongs to Tros Yr Afon, the middle bay belongs to Beau Townhouse and the right hand bay furthest from the sea belongs to Pilot House. Please park with consideration to allow all 3 houses to use this system. Tros Yr Afon and Pilot House have parking on the road outside as well. All parking in the private parking bay or roadside is at the Guest’s own risk. Botholes and Hideaways cannot legislate for any parking spaces that are used by other members of the public but will endeavour to ensure this does not happen
The parking at 20 Rosemary Lane. Is located at the back of Ty Stabl and there is a chain across but it is not locked. It is for a small car and the map is in the cottage welcome folder.
Bay House has money left to cover two parking passes on the Green in the house.
Neither Boltholes and Hideaways Ltd nor the Owners of the properties involved will take responsibility for any damage that has been done to a guest’s car.
Crow’s Nest has no allocated car parking space. The parking is in the additional parking area at the barns which is 40 meters away. You may of course load and unload outside to suit. When it is quiet, do please text or send an email and we can arrange for you to park outside in an area that is suitable and safe for other barn users.
Guests should take all reasonable care of the property, its fixtures and fittings and on-site facilities, and leave the accommodation in a good state of cleanliness. The housekeepers are not expected to wash dirty dishes left behind or empty dishwasher and remove the rubbish from bins, If any furniture is moved to suit your stay, please do place it all back in the original position before you leave.
Please note that we charge the damage/security deposits in some cottages as mentioned above. We accept that the odd glass may get broken, so this will not affect the safe return of your damage/security deposit.
Any breakages/faults etc should be reported as soon as possible as we cannot offer a remedy after the letting has ceased. We reserve the right to request payment to cover the cost of any repairs or replacements and a service charge of £10 to address the breakage. A Boltholes and Hideaways Ltd Ltd representative will call to assess any damage and assist where possible. Any damage will be recorded and photographs taken as appropriate.
In some cottages (Borthwen Farmhouse, Cable Cottage, Tyn Towyn, Pandy, Tros Yr Afon, Pilot House, Temperance House, Eryl Mor, Beau Townhouse, 16 Church Street and Penrhyn Halen), there is a breakages/housekeeping book. We would be grateful if anything broken is added to the book to allow the cleaners to replace any broken items quickly on changeover day.
We hope that you have no cause to complain but, of course, are happy to work to resolve any issues that may arise. Please do call immediately if there is anything that does not meet your expectations. We would be sorry not to be able to sort anything out quickly and to the satisfaction of all guests, and thus it is essential any issues are reported whilst the Guest is in residence at the cottage. We will not deal with any complaints made after the holiday.
Cancellations by the Guest:
Cancellations should be confirmed in writing. We have the following cancellation charge of the total cost of the holiday:
20% if the cancellation is over two months (60 days) prior to the holiday
50% if the cancellation is one- two months (30-60 days) prior to the holiday
If you cancel within 30 days of your holiday, the hirer remains liable for the balance of the total cost of the holiday. We recommend you take out holiday insurance.
Please note that a request to move a holiday booking to another property is deemed to be a cancellation. That is due to the fact that the confirmed booking and associated dates, is a contract with the Owner. To remove that booking and associated dates is to end the Contract you had with the owner and they should enforce the cancellation penalties as outlined above. Boltholes and Hideaways will request a fee of £20 to move any bookings.
Cancellations by the Owner:
Should the Owner’s Property, or any published facilities, become unavailable during the agreed period then Boltholes and Hideaways Ltd will inform the Guest and provide a full explanation of the reasons for the withdrawal of the Property and/or facilities. The Agent shall have no liability for any issues that may arise. The Guest may opt to cancel their confirmed Booking as a result of such change or withdrawal of the Owner’s facilities. The Agent will support the Guest in finding alternative accommodation within the Boltholes and Hideaways portfolio should the Property become unavailable for whatever reason. Should a Guest have to be moved, the Owner is responsible for any differential in costs for any alternative accommodation, so long as the differential is not more than a 10% increase. Should it not be possible to move to another Property within the Boltholes and Hideaways Ltd portfolio, then accommodation with other Providers may be considered. A Boltholes and Hideaways Ltd representative will liaise with the other holiday accommodation Providers at all times and make the payment. The Owner will provide a full refund for any holiday that cannot take place as a result of the withdrawal of the Property. There will be no other compensation offered other than the differential in costs for a moved booking.
If you are forced to cancel your holiday because of adverse weather conditions, most Insurance Companies can offer cover which will allow you to claim for irrecoverable accommodation costs. We advise you to take out cancellation insurance and check the Policy covers you for this eventuality.
The owners, or their designated representative, shall be allowed to access the cottages at any time to carry out any essential maintenance or other inspection relevant for the safety of the property.
The number of persons/dogs occupying a cottage must not exceed the maximum number the cottages can accommodate. If you are in any doubt please ask prior to the Arrival day. For fire safety reasons, the people that stay in the accommodation must not be of a different identity to those named as part of the booking. We reserve the right to refuse admission to the cottage if this should occur. If you wish to change the people that will stay, please let us know and we can update our Booking System.There will be an additional charge of 10% of the total holiday price for extra guests using the fold-up beds and/or futons in cottages where this service is on offer.
If a celebration is planned in a particular property, it is important that guests advise Boltholes and Hideaways Ltd. We sometimes have calls from neighbours and it is helpful if we are aware of what is going on. If the number of guests may exceed the advertised maximum as further guests are invited to call over to attend a celebration for the day, we need to be informed in case anything happens and we have to account for numbers in the building. Please respect the neighbours in the case of houses that are within a residential area. Loud music and late noise is not acceptable even if you are on holiday. The houses that are located on their own are better should this form of celebration be planned.
If dogs arrive at a cottage which is not advertised as dog friendly, the dog must vacate the Property immediately. If dogs arrive at a cottage and have not been paid for we will request payment.
We regret that we cannot accept responsibility for any lost property left behind after your stay. Whilst we will make every effort to return lost property, this will only be done on receipt of full payment of the registered post plus a £8 handling and packing charge. Items not claimed after 28 days will be disposed of.
The use of the cottages/contents and site facilities is entirely at the user’s risk. We cannot accept responsibility for any injury or death to the hirer or any of their party, or other third parties, or for loss or damage to their belongings, vehicles or their contents or any other personal possessions or monies.
Any theft occurring during your stay due to lack of vigilance in terms of locking the property will invalidate the terms of the insurance and thus costs will have to be met by yourself.
Some cottages have either a Freeview or Freesat facility with over 40 channels. The satellite dishes in some cottages are to enable a better reception for local channels for Freesat. This does not allow access to Sky in some cases. There is a DVD player in each cottage. All information is on the quick info section on the website, if in doubt please do ask prior to arriving.
For cottages with wifi (listed under features on each cottage description), the password is within each cottage Welcome Folder or on the BT hub.
For all users of wifi, the Guest/s undertakes the following:
- Not to use the WIFI for any unlawful, inappropriate or immoral purpose;
- Not to make any use of the WIFI such that the whole or part of the WIFI is interrupted, damaged, rendered less efficient, or the effectiveness or functionality of the WIFI is in any way impaired. This includes limiting the amount of large files to be uploaded and gaming/streaming movies;
- The band width is an issue as it is a rural area service and very limited. We have invested in more than one phone line and Broadband contract to try to increase the band width. The owners thus ask that guests use the wifi service responsibly in order for all guests to be able to use the service. The wifi can cope with basic functions such as accessing information, emails and using Facebook etc but streaming games, large files, films and uploading large documents greatly impedes the band width provision. If all guests were to stream a film at the same time, the wifi would not cope and cease altogether. Owners may block access to certain websites on the WIFI, including for example certain high bandwidth websites, in order to share bandwidth more amongst its User group. The issue with band width does not apply to Beaumaris cottages.
- Not to use the WIFI for the transmission or posting of any computer viruses or any material which is defamatory, offensive or of an obscene or menacing character or in such a way as to cause annoyance, inconvenience or needless anxiety;
- Not to use the WIFI in a manner which constitutes a violation or infringement of the rights of any person, firm or company (including rights of copyright or confidentiality);
- Not to use the WIFI to transmit any material for the purposes of publicity, promotion and/or advertising without the prior written consent of the Owner unless such transmission has been specifically requested by another User of the WIFI;
- That in the event that it has any right, claim or action against any other user arising out of the use of the WIFI then it shall pursue such right, claim or action independently of, and without recourse to, the Owner; and
- The User will indemnify and defend Owners against all claims, liability, damages, costs and expenses, including legal fees, arising out of a breach of these Terms and Conditions or any Use of the WIFI by the User. The User acknowledges that Owners have no control over the nature or content of information or programs transmitted or received by the User using the WIFI and that Owners do not examine in any way the use to which the User puts the WIFI. The User agrees to fully indemnify the Owner against any claims or legal proceedings arising in connection with User’s use of the WIFI which are brought or threatened against the Owner by any other person.
- The wifi service is free of charge
We cannot be held responsible if the service does not work. Often the weather can also affect the signal for some reason.
There is no wifi at Gamekeeper’s and is not advertised as a cottage with wifi. However, the owner at the large house close to the cottage has wifi and you have permission to use that to access wifi as a “hotspot”. Officially however, this is a cottage with no wifi.
Health and Safety
The owners wish to comply with the legislation governing holiday accommodation. There is a Welcome Folder within each cottage, and there are instruction leaflets for the appliances. Please ensure that the instructions provided are followed by the relevant manufacturer in order to keep safe and look after the appliances. If anything breaks or fails to work, please advise the contact person as soon as is feasible and a replacement can be provided. In terms of fire safety, there are smoke detectors and fire guards (in cottages with fireplaces/stoves).
Please note that there are steep and stone (uneven and can be slippery when wet) external steps up to The Stable Loft. There is no hand to climb the stones exterior steps, so please take care.
Please note the back paving slabs and steps at Tros Yr Afon can become slippery when wet as can the internal courtyard. There is also a fenced in well in the back garden at Tros Yr Afon so please ensure children are watched at all times. There are a number of low doorframes at Tros Yr Afon – please mind your heads. Also, the steps down into the play room are the same colour as the flooring so please be aware when getting used to the property.
The Laundry Loft has low beams throughout so please be aware of this on booking.
Gamekeeper’s has a steep, wooden stairs which may not suit all.
Tyn Towyn has a low entrance door so please mind your head.
Please note that showers and bathroom areas can be slippery when wet. Please dynamically risk assess these areas before you use the facilities and use the bath mats and/or towels as appropriate to stay safe from potential lips and falls. If you have any concerns, do call a representative of Boltholes and Hideaways prior to the use of a bathroom shower/bath and we can assist with advice.
Cleaning materials are left for the use of guests during their stay. In most cottages we keep the cleaning products in cupboards high up where possible. It is the responsibility of guests to ensure that children are safe whilst in the cottages and are not able to access the cupboards where products are kept.
At Borthwen Barns the windows can be locked. The small keys will be left by the windows, so please remove these if you wish them to be out of reach of children. In some cases, the small keys have gone missing, so we may leave a master on the set of keys for the respective barn.
Cottages with Hot Tubs
For their own safety, guests must follow the policy rules and note the risk assessment which is set out in the welcome folder of cottages with hot tubs. We make every effort to ensure that the tub is ready to be used as soon as you arrive at the cottage but this is not always possible. In colder conditions the water will not be ready for a few hours. Please be patient and do not use the tub until at least 6pm on your day of arrival. Children under four or who are unable to keep their faces out of the water must not use the hot tub.
At Belan Wen there are 2 CCTV cameras. One covers the front of the house and the other covers the back garden, including the hot tub. Due to serious damage occurring in the past it is no longer possible to leave the CCTV camera inactive when guests are in residence. If you wish the camera to be covered over, please telephone Catherine or Jackie and we can arrange this. Please note however, if any damage occurs to the hot tub when the camera is covered we will not be able to check back through saved footage. You will therefore be fully liablefor any damage that occurs to the hot tub from the time the camera is covered to the time the maintenance crew uncover it. This is because we will be unable to prove that any damage that takes place during your stay was notcaused by yourselves. The footage is recorded by the CCTV unit and is accessed online by our logging in. We would only ever log in retrospectively in order to assess whether an area of the property was damaged during a guest’s stay. This will only ever take place with your full knowledge and permission prior to our logging in. At no point does anyone else apart from Boltholes and Hideaways Ltd Ltd and the Owners of Belan Wen have the log in codes to access this account. At no point will any of the information be passed to anyone else. Should any footage be required for evidence you will be informed of this intention. Sadly, we have had expensive problems caused by misuse of the tub; this is no reflection upon our guests on the whole, but safeguards both parties involved.
Should any issue arise with the hot tub that render it as out of action, Boltholes and Hideaways Ltd Ltd will refund the number of days pro rata that the hot tub was unavailable for use. The hot tub cost is £150 per week and is paid for within the cost of the rental for the Property. Should a guest decide not to use the hot tub during their stay, that payment will not be refunded.
Hot tub water testers from MBCC will call in periodically. The tests that are carried out by an independent third party to ensure the hot tub is kept safe and clean and clear of Legionella. Boltholes and Hideaways Ltd will contact you to informguests with dates and times for any random test that may affect a particular booking.
We recommend that you familiarise yourself with the safety advice prior to arrival on the beaches.
Provision of services
We facilitate local services such as home-cooked food, baby sitting and horse-riding. We also can provide facilities for babies and small children to assist you during your stay such as high chairs, travel cot, toys and so on. We cannot be held responsible for any illness, or injury that may arise from the use of any service we have put into place for you. In some cases we can provide a ramp for wheelchair access. This is on request and may not be possible in all the cottages.
There is a list of all the items provided in some cottages. This can in most cases be sent to you before your arrival should you request it and wish to see what else you may need to bring with you. We think we cater for most things, but do let us know if you think we should consider anything else.
We issue one key (unless there are more than 6 guests). Should the key become lost, please advise me immediately. There will be a charge of £250 to cover the cost of a new lock and the locksmith’s call-out fees. We strongly advise all Guests to leave the key in the key safe when going out for the day.
Some of the cottages were built many years ago. Beachcomber’s was formally the bathing house for the owner’s large country estate in early twentieth century. Gamekeeper’s was the cottage for the gardener of the Victorian walled garden. Both cottages have since been renovated and refurbished to offer good standard living accommodation and offer plenty of character. Among the joys of living in such a property is that they are closer to nature than modern ones. That means that spiders, wood lice and so on can creep in despite being evicted during the changeover. Please forgive them and help them to return to nature!
Gamekeeper’s is on a working country estate. The “working” aspect means that there will be employees in the woods area and that tractors or quad bikes may be heard in the vicinity. The Estate holds grouse and pheasant shooting in the season. This may be noisy for one day each week between September and January. The dates vary, so please check upon booking for the days if you have concerns.
Also as the cottages are often in the countryside, rodents may try to take a peek inside. The owners work hard on pest control, and on the odd occasion where that may fail, we will endeavour to remove any unwanted guests. We mention it as mice can be around and sometimes a rat. We try our best but bear that in mind when booking that some places are more prone that others due to their location and proximity to fields and so on. If we have to employ pest control methods to eradicate the issue, the traps are always safe to use in the presence of dogs and we will alert you to any left. Often these do need to be left outside on the whole in order to trap the rodent in question over a period of time. If we do not take these steps, the issue remains unresolved.
Please bear in mind that the cottages were built before the existence of damp proofing and cavity walls. During cooler and windy weather the properties may become cooler than an average modern home which may have double-glazing and central heating, and modern insulation products. The two older cottages may occasionally be prone to condensation and show signs of damp if there are very long periods of wet weather. These are not serious or dangerous but if condensation does appear and the weather permits, opening windows allows air to circulate.
Older properties can be creaky, have uneven walls and floors so go carefully upon arrival until you get used to the geography of the cottage.
Melin Y Bont Windmill has cluster flies in the warmer months which circulate outside the building and may occasionally find their way in. They are tiny flies and tend to remain on the ceiling areas.
Please also bear in mind these places are in the country. Rodents may wander and may try to get an invitation inside when it is colder. This is far from ideal, but we cannot be held responsible for their attempts to get inside. We try to make sure the properties are rodent proof, but they may find areas to enter buildings and if this is the case, please notify us and we will work hard to eradicate the issue.
The owner reserves the right to decline accommodation or require the immediate withdrawal of any person/s not complying with the conditions or for any conduct detrimental to the property, property owner and/or comfort of other guests.
The owner reserves the right to request compensation for any damage as stated above.
Your statutory rights are not affected by any of the above terms and conditions.
Boltholes and Hideaways Ltd Ltd (company number 8765135) is registered as follows:
c/o Dunn & Ellis Chartered Accountants & Chartered Tax Advisers, St David’s Building, Lombard Street, Porthmadog, Gwynedd, LL49 9AP
Contact details are as follows:
Mobile: 07918 901843
Other: 01407 730627 (absolute emergencies only please)
Mobile: 07840 531411
Other: 01248 811701 (absolute emergencies only please)
Please note that the phone signal in this area can be very unreliable. It is best to send an email and/or text as these get through quickly in addition to a voicemail message (these can take over a day to come through at times!)
The contents of this document are confidential so please dispose of in a responsible manner.