West Wales Holiday Cottages - Providing high quality cottage holidays in West Wales - Terms and Conditions
West Wales Holiday Cottages
01239 810033

Terms and conditions for hirers

Please read these Terms and Conditions carefully and all other relevant information before booking. Any booking made through West Wales Holiday Cottages Ltd will be subject to these Terms and Conditions.

In these Terms and Conditions 'you' and 'your' means all persons named on the booking form (including anyone who is added or substituted at a later date). 'We', 'us' and 'our' means West Wales Holiday Cottages Ltd of Unit 4B, Parc Aberporth, Aberporth, Cardigan, Ceredigion, SA43 2DZ. 'Owner' means the owners' of the holiday accommodation. Unless the context otherwise requires words in the singular shall include the plural and vice versa.

1. Protecting Personal Information

1.1 We share your contact details with Owners so that they can handle your enquiries and bookings. We share it with them for that purpose only. You can find full details of what personal information we collect from you and what we do with it in our Privacy Policy; by using our website, you accept the terms of that policy.

2. Your Contract

2.1 West Wales Holiday Cottages Ltd arrange bookings as an agent of the Owner only. Your contract for the supply of the accommodation is directly with the Owner. Consequently, we accept no liability in relation to any contract you enter with the Owner or for any acts or omissions of any Owner or other person connected with your booking and your contract is made directly with the Owner.

All payments made to us are deemed made to the Owner and are made via our secure payment system. Please note that the Owner is obliged to pay us a commission for the service we supply in advertising and marketing their property, sourcing visitors for their accommodation, making bookings and administering those bookings both before and after use of the property; and carrying our customer care.

That commission agreement is a separate contract between us and the Owner and is not part of or dependent on the contract for the supply of accommodation that you enter into with the Owner. Consequently, in the event of a change to or cancellation of your accommodation contract, the terms of the commission agreement between us and the Owner remains unaffected: the Owner remains obliged to pay us the commission and we have no obligation to repay that commission, either to you or the Owner, in any circumstances.

2.2 Once the email is deemed received confirming the booking, all administration and communication with you is the responsibility of the property owners as this is the point that the contract is made between you and the Owner ( see clause 5.1). It is your responsibility to check your emails regularly and to advise of any change to your email address. Please check your confirmation carefully and report any incorrect or incomplete information to us immediately. As we act only as booking agent, we have no responsibility for any errors in any documentation except where an error is made by us.

2.3 Special requests

If you have any special requests, please let us know at the time of booking. We will pass on all such requests to the Owner, but we can't guarantee that they will be met and we will have no liability to you if they are not.

2.4 Insurance

It is a condition of our agreement that you are covered by adequate travel insurance for your booking. Such insurance as a minimum must cover your losses sustained as a result of cancellation, medical issues, and repatriation in the event of death, accident or illness. Your travel insurance should also include cover against any COVID-19 issues or incidents which may affect your booking. If you choose to book without adequate insurance cover, we will not be liable for any of your losses howsoever arising, in respect of which insurance cover would otherwise have been available.

3. Website descriptions and other information

3.1 The information and photography on this website is provided or authorised by the Owner. The information is given in good faith but we make no warranties as to the information provided. We cannot accept responsibility for any inaccurate, incomplete or misleading information about any property or its facilities and services, except where any such information has arisen out of our negligence. We cannot accept responsibility for any changes or closures to facilities at or for the accommodation or to local services or attractions.

3.2 Important note: the information and prices shown on the website may have changed by the time you come to book your arrangements. Although we make every effort to ensure the accuracy of the information and prices at the time of publishing, regrettably errors do occasionally occur. You must therefore ensure you check the price and all other details of your chosen arrangements with us at the time of booking.

3.3 Prices

We reserve the right to amend advertised prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices. Special note: changes and errors sometimes occur. You must check the price of your chosen arrangements at the time of booking.

4. Liability

4.1 As we act as agent for the Owner we cannot accept any liability for any shortcomings or defects within, outside, with the contents, or other facilities ancillary to the holiday accommodation. We cannot accept liability for any changes to or cancellation of your accommodation booking. Our responsibilities are limited to making the booking in accordance with your instructions. Further we cannot accept any liability for any act, or omission by the owner or anyone acting on their behalf. As we act as agents of the Owner we do not have any liability for loss or damage arising from their breach of contract, negligence or misrepresentation. We accept no responsibility for any information about the arrangements that we pass on to you in good faith.

4.2 Your contract is directly with the Owner and is subject to their conditions which may contain additional restrictions on liability.

4.3 We do not exclude liability for death or personal injury which arises as a result of our negligence or that of our employees whilst in the course of their employment.

4.4 In the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to the amount of commission we earn on the booking.

5. Hirer

5.1 All bookings are made subject to availability and only become firm when the deposit is accepted by the owner. The person booking (Party Leader) must be at least 18 years of age and have the requisite legal capability and authority to enter into a contract at the time of booking.

5.2 By making a booking the Party Leader confirms that they have authority to book on behalf of the party and that all other party members agree that the booking is subject to these Terms and Conditions.

Bookings cannot be accepted from parties of young people less than 18 years of age.

6. Payment

6.1 All payments should be made via us which is taken on behalf of the Owner. A deposit must be made within 7 days of making the booking or, if different, within the time specified by the owner on the website and booking confirmation email.

6.2 The booking will be held for that period only and if payment is not received by the time above the booking will be deemed to have lapsed. Bookings are considered provisional until the required deposit is paid, however you will be bound by these Terms and Conditions and could also be by your contract with the Owner. Non-payment of the balance of the rent on or before the due date shall be construed as a cancellation of the contract by you.

6.3 Please also note that any non-payment of the balance of your accommodation cost on or before its due date shall be construed as a cancellation of the contract by you if the accommodation is open for visitors on your booked dates for occupancy. In this event, Owners may be entitled to claim cancellation charges from you.

6.4 Except where otherwise advised or stated in the booking conditions of the supplier concerned, all monies you pay to us for arrangements will be taken on behalf of the Owner concerned.

7. Your obligations to the Owner

7.1 In entering into an agreement with the Owner for hire of the property, you agree to the following:

a) To pay the Owner before departure for any breakages, losses or damage caused by you to the property or its facilities.

b) To take all reasonable and proper care of the property and leave it in a clean and tidy condition at the end of your holiday. You will be responsible for any additional cleaning costs.

c) To inform the Owner of any problems with the facilities or services as soon as they become apparent.

d) To permit the Owner reasonable access to the property to carry out urgent maintenance.

e) Not to sublet or share the property except with the persons included at the booking or subsequently included by agreement. The maximum number of persons allowed at the property is clearly stated and must not be exceeded. The Owner reserves the right to terminate hire without notice and without refund where this condition is breached.

f) Not to do or omit to do something which may be or become a nuisance to neighbouring holiday accommodation or properties.


Where pets are allowed at the property the charge will be specified on the booking confirmation and you agree to the following:

a) Pets must not, at any time, be left alone at or in the property.

b) Only the number and type of pets agreed to on the booking confirmation will be allowed.

c) Pets must not under any circumstances be allowed on any soft furnishings or beds.

d) Pets must have their own beds or equivalent to protect floor coverings at all times.

e) Pets must not cause any annoyance in any way to occupants of adjoining properties or the general public.

f) You must never allow pets to defecate in areas where children may play. Failure to clean up after pets will be heavily surcharged.

8. Cancellation and Refunds

8.1 If you wish to cancel your booking you should advise the Owner as soon as reasonably practicable by telephone and follow this with confirmation in writing (or in the medium required by the owner). The day of receipt of the written confirmation is the day that is deemed as the date of cancellation.

8.2 The Owner may (but without any obligation to you) attempt to obtain a replacement letting for you if one is available. If a replacement letting is obtained for your booked full stay the Owner may refund you any monies paid above the deposit less any handling charge.

8.3 If the Owner is unable to obtain a replacement letting the Owner is entitled to retain the deposit and all other sums detailed in their booking conditions as cancellation charges. You are advised to obtain travel insurance to cover any unforeseen circumstances – see clause 2.

8.4 The Owner does not expect to have to make any changes to your booking, but sometimes problems occur and bookings have to be changed or cancelled or errors corrected. The Owner reserves the right to do so. If this does happen it is the duty of the Owner to contact the Party Leader (by telephone where possible for major changes and by post or email for minor changes) as soon as is reasonably practicable. The Owner should inform you of the situation and should refund payments already made where the Owner has cancelled other than for reasons attributable to you.

8.5 Please note as per clause 2, in the event of a change to or cancellation of your accommodation contract, the terms of the commission agreement between us and the Owner remain unaffected: the Owner remains obliged to pay us our commission and we have no obligation to repay that commission, either to you or the Owner. In advertising the accommodation, sourcing customers, making your booking and carrying out customer care on behalf of the Owner, we have fulfilled our obligations to the Owner under that contract and so are entitled to be paid for the service provided. Any refund for that commission element of the price you have paid the Owner for your accommodation must be claimed from the Owner directly.

9. VAT

There is no extra charge for VAT on the rental price. Where it is payable on the rental price this is included in the quoted weekly rent.

10. Caring for your safety and comfort

10.1 The Owner makes every reasonable effort to indicate possible safety hazards in the property description. It is however your responsibility (particularly parents and anyone with physical restrictions) to inspect the property and grounds immediately upon arrival and note any possible hazards.

10.2 Please remember that many of the properties are not built to modern standards so may contain potential hazards such as steep or open stairs, low beams and low doorways which should be noted by you.

10.3 You must upon arrival check the layout of the property so that you have a planned route to exit the property as easily as possible in the event of an emergency.

10.4 Most properties are located in the countryside which can hold its own hazards such as barbed wire in fencing and animals in fields.

11. Complaints

As most properties are in the countryside please note that regular country smells and noises will not be classed as cause for complaint.

11.1 If you do have cause for complaint remedial action should be taken as soon as possible.

11.2 If you have complaints regarding any service that we provide please inform us immediately in writing and within 7 days of the end of any arrangements booked through us. We cannot act on any complaints where we have not been notified as above. The amount of compensation you may be entitled to may therefore be reduced or extinguished as a result. If we are found to be at fault in relation to the service that we provide as agents the maximum liability is limited to the commission we have earned on your booking. We also refer you to the 'liability' section of these terms and conditions.

11.3 If you do have a cause for complaint regarding the property or the actions of the Owner or their representatives please inform the Owner as soon as you are able. Any complaints other than the initial booking are to be referred to the Owner with whom you have a contract.

11.4 As soon as a problem arises it is essential that you contact the Owner. Discussion with the Owner whilst you are at the property should enable the problems to be resolved straight away. If the problem is not resolved or you remain unhappy with the response you must rely on any statutory rights you have directly against the Owner. Any formal complaint in writing must to be sent to the Owner within 7 days of the end of your rental period.

You can inform us of a complaint against the Owner if you feel that this is necessary or relevant to the information supplied on the Website. However, as agents we have no duty towards you directly in regard to the property and any complaint received will simply be for our information only.

12. Card payments

12.1 West Wales Holiday Cottages Ltd provide a payment facility, enabling a Hirer to make payment to an Owner via credit card or debit card. We may change or withdraw such facility at any time in our sole discretion.

12.2 Although we provide the platform to enable such payments, we are not responsible for the payment solutions themselves and we still are not a party to the contract between you and the Owner. We are not responsible for any decision taken by a provider to decline your payment.

12.3 You agree to indemnify and keep us indemnified from and against any and all claims, actions, proceedings, damages, losses, liabilities and expenses (including legal fees) suffered or incurred by us arising out of or in connection with your use of our payment platform to make payments to Owners, in particular any claims from Owners or payment solution providers resulting from your actions or omissions.

13. The Owner of the property you have booked may have additional conditions. Please see the Owner’s terms.

14. Law and Jurisdiction

These terms of business are governed by English law and the courts of England and Wales have jurisdiction (unless you live in Scotland or Northern Ireland, in which case you can bring proceedings in your local court under Scots or Northern Irish law, as applicable.)