Here you will find our Booking Terms and Conditions, Privacy Policy and Cookie Policy.
Booking Terms and Conditions
Please ensure you read and fully understand these booking terms and conditions. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings.
Bookings are subject to the following terms and conditions:
In these terms and conditions “You” or “Your” means the person named in the booking confirmation. “We” or “Us” means the owners of the Benar Cottages business.
A contract between you and us will come into existence only when the deposit or full payment is received, and a booking confirmation is issued showing the confirmed holiday dates. We reserve the right to accept or decline bookings entirely at our discretion. We reserve the right to cancel a booking within 48 hours of it being made without giving any reason. If we choose to do this, we will immediately refund in full anything you have already paid.
Your contract with us will be on the terms set out in these terms and conditions.
The contract binds you (the lead booker) & all the members of the party who are part of the booking. You must be at least 18 years old at the time of booking. It is your responsibility to ensure that all members of your party accept the terms of the contract set out in these terms & conditions. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking.
Payment
At the time of booking we will ask you to pay a Deposit. The Deposit must be paid within three days of the Booking being placed.
The Balance of the rental will be due for payment fifty-six days prior to your arrival date.
Bookings made less than fifty-six days before your arrival date must be paid in full.
If the balance is not received by the due date, then we will treat this as your intention to cancel the Booking.
If you paid the deposit by credit or debit card, you authorise us to use the details of the same credit or debit card to settle the balance of the rental. We will only act on this authority if you have not contacted us prior to the due date to arrange alternative payment of the balance.
No entry to our properties will be allowed without payment, in full, being cleared beforehand.
Cancellation
You remain liable for a percentage of the booking cost when you cancel, as detailed below:
- Less than fifty-six days before the arrival date – the full accommodation price will be due
- Fifty-six days or more before the arrival date – the deposit will be retained
The closer your cancellation is to your arrival date, the less likely we are to recover the cost of your cancelled booking. In all cases you will lose your deposit however if we are able to resell the dates you booked to a different guest we will refund your payment to the value of the new booking or to the value of your original booking, whichever is the least, minus an administration fee of £50.
If you cancel your booking after your arrival date, we will not issue you any refund for any remaining nights of your booking. This includes when you cancel your booking for any reason outside of your reasonable control, including without limitation, inclement weather and illness.
We strongly advise that you take out comprehensive travel insurance to cover cancellations. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.
If your booking is cancelled due to circumstances beyond our control, notification will be given of the cancellation as soon as possible and we will promptly refund all payments made to us for your holiday. Our liability for cancellation will be limited to payments made to us.
If you want to change any detail of your 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 your request. It is very unlikely that we would ever need to make changes to your booking, however sometimes problems occur and bookings have to be changed or cancelled. We will only change or cancel your booking if necessary to perform essential corrective or renovation works or for other reasons unanticipated at the time you made your booking and only when beyond our reasonable control. If we do need to change or cancel your booking, we will do our best to offer you a suitable alternative booking. 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 us for the booking. We strongly advise you to take travel insurance to cover against unforeseeable losses you might suffer as a result of a change or cancellation to your travel plans.
You will be provided with a welcome folder at your cottage and this contains important information about your stay with us. Please ensure that you and your party read the welcome folder carefully on arrival. You must also ensure that you and your party familiarise yourselves with the layout of the cottage and the location of the fire exits.
You must only use the cottage for the purposes of your holiday. You must not use the cottage for any other purpose, including for any business purposes. You must keep the cottage and its contents clean and tidy and leave them in the same condition as when you arrived. You must not use the cottage, 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.
If you choose to use our internet connection then you must use it lawfully and responsibly. If you allow children to connect then you agree to supervise them. We provide you with internet access for leisure use during your holiday not for business or work use and we do not guarantee speed or availability. We may choose to monitor your internet use from time to time.
Smoking is against the law inside all holiday accommodation in Wales. You must not smoke inside any part of your cottage or inside any other building at Benar. For the purpose of these Terms and Conditions smoking includes use of vapours and/or e-cigarettes. You and your party must not light candles inside your cottage. You must not light a fire in your cottage garden or anywhere in the forest. If you wish to use a barbecue you must keep it within the walled area of your cottage garden terrace. You and your guests must not use fireworks or Chinese lanterns at your cottage.
You must not hold a party at your cottage. You must not invite other people to your cottage without obtaining written permission from us in advance.
You must not fly a drone or any other aircraft anywhere above Benar nor above any surrounding farmland, without obtaining written permission from us in advance.
Domestic electric vehicle chargers (commonly known as a ‘granny charger’ or a ‘trickle charger’) are not suitable for use at the property and are strictly forbidden. You are liable for any damage or loss suffered by us due to your unauthorised use of domestic chargers.
A dedicated electric vehicle charging point is provided at every cottage. The charging point is for the use of the booking party only. We do not guarantee availability and unavailability shall not constitute a breach of our booking contract. Use is at the vehicle owner’s own risk and we do not accept any liability for loss or damage sustained by you or your vehicle as a result of using the charger unless the damage was caused directly by our negligence. You shall be responsible to us for any damage to the charging point or loss suffered by us caused by your use of the charging point. If you choose to use a charging point then you accept the charges as set out in the Welcome Folder and agree to pay promptly at the end of your holiday.
Assistance dogs are permitted at our cottages however it is essential that you notify us at the time of booking if you wish to bring an assistance dog with you. Your assistance dog must be confirmed in writing by us prior to the start of your holiday.
Pets are very strictly not allowed at any of the holiday accommodation at Benar and you must not bring them. Pets are strictly not allowed anywhere inside the accommodation nor anywhere outside which includes the grounds and all outdoor areas at Benar. If we discover that you have brought pets to a cottage then we will treat your booking as cancelled and we will ask you to leave. You will not receive a refund and we may pass on your personal information to third parties so that any losses incurred as a result of your actions can be recovered. If you would like to invite people to visit you at your cottage then you must obtain written permission from us in advance and they must not bring dogs with them.
You must ensure that the maximum number of persons occupying the cottage does not exceed the maximum stated on our website. You must not sleep on sofas or chairs. You must not bring additional camp beds to the cottage or allow tents, caravans or campervans at the cottage. Exceeding the maximum occupancy limits can overload facilities and lead to damage. As such, we reserve the right to require you to leave the premises (without any compensation) if you exceed the maximum occupancy limits. Under no circumstance may you re-let or sublet the property.
For the safety and security of our guests it is essential that we are able to identify everybody at Benar. If you would like to invite people to visit your cottage during the day then you must obtain written permission from us in advance. Your visitors must not bring dogs with them and must not stay overnight.
On arrival if you discover that anything is missing or damaged then please notify us immediately. If you do not notify us we will assume that you caused the relevant damage or loss. If you do accidently break crockery or glassware, please let us know so that we know to replace it. We do not normally charge for a small amount of accidental damage to crockery or glassware but a contribution towards replacement is always welcome. Please notify us immediately of more serious breakages or damage so that we have time to arrange for repairs. At our discretion we may charge you for more serious damage to the cottage or its contents. If you or your guests deliberately damage the cottage or its contents, you will be responsible for the entire cost. Any loss or damage caused by your failure to meet the requirements set out in these terms and conditions or in the Guest Information Folder, will be considered non-accidental damage.
We shall not be liable to you or your holiday party for loss or damage to property, however arising.
If you have any problem with your cottage, please contact us immediately and give us the opportunity to resolve it.
We or our representatives reserve the right to enter the property at any time to undertake essential maintenance, repairs or for inspection purposes. If this happens, we will do our best to let you know in advance of the date and time that we will need access.
We may terminate our contract with you and ask you to leave your cottage immediately (without any compensation being payable) if:
- we consider that you or your party have committed a serious breach of these terms and conditions;
- we discover that you have brought a pet with you;
- we consider that you or your party’s behaviour endangers our safety, that of other guests or our neighbours;
- we discover that you have broken the law by smoking inside your cottage;
- any complaints are made of anti-social or unacceptable behaviour against you or your party;
- you or your party cause an unreasonable amount of damage to the property or its contents; or
- you exceed the maximum occupancy limit for your cottage.
We will not be responsible for any failure to perform our obligations under these terms and conditions that is caused by an event outside our control. An event outside our control means any act or event that is beyond our reasonable control, including without limitation severe weather event, drought, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster, strikes or industrial action by third parties, terrorist attack or threat of terrorist attack, war or threat of war, civil commotion, riot, invasion, or failure of public or private telecommunications networks.
Your check-in and departure times will be set out in your booking confirmation. Normally, check-in is available from 3pm or 3.30pm on the first day of your stay depending on the cottage booked. Departure is required before 10am on the last day of your stay. If you do not leave the cottage by the required departure time we reserve the right to charge you a late checkout fee. If you leave any of your possessions behind at your cottage, please contact us as soon as possible. We will happily return items to you if you cover our costs. Benar is located in a rural area and it is important that you and your party do not interrupt or endanger the livelihood of those working at the property or on the surrounding forest and farmland.
This agreement constitutes the entire agreement between you and us and supersedes and extinguishes all previous promises, representations and undertakings. No one other than a party to this contract shall have any right to enforce any of its terms.
These terms and conditions shall be governed by Welsh law and the Welsh courts shall have exclusive jurisdiction to deal with any disputes arising in relation to it.
Privacy Policy
April 2018.
We treat your personal information with care and we know that the privacy and security of your personal information is very important. This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information. This policy applies if you use any of our services, visit our website, email, phone us, write to us or stay in one of our cottages.
We will never sell your personal data and will only share it with organisations we work with when it’s necessary and the privacy and security of your data is assured.
Your use of this website indicates your agreement to our Privacy Policy. If you do not agree to this privacy policy, then please do not use this website. If after we change this privacy policy, you continue to use this website, then you are indicating that you accept those changes.
In this policy, whenever you see the words “we”, “us”, “our”, “Benar Cottages”, it refers to the Benar Cottages business. We are responsible for the collection and proper management of any personal information you give us. We will keep your personal details secure and use the information you provide consistently with applicable privacy and data protection laws and the terms of this policy. If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to us via the contact page on this website or addressed to Benar Cottages, Penmachno, Betws-y-Coed LL24 0PS.
If you choose to make a booking through us or make queries about a potential booking we will collect details that you provide in relation to that booking or query. Information held is likely to include your name, contact details, payment details, date of birth, information about people travelling with you, information about your booking, your IP address, details about your web browser and any additional information we may need to help meet specific requirements for this and any future bookings you may choose to make with us.
You can give us your personal data by filling in forms on our website, through social media or by corresponding with us by phone, email or by post. We may also hold CCTV images, comments left in guest comments books as well as logs of requests made by devices you choose to connect to our network whilst staying with us.
Your activities and involvement with us will result in personal data being created. This could include details about birthdays, anniversaries or special dietary requirements which we may choose to keep so that we can personalise your visit.
When booking a cottage with us, you must be at least 18 years of age. If you are bringing children with you then we may ask you for each child’s name and age. We do not ask for telephone numbers, email addresses or any other contact details for children and we do not send marketing information directly to them.
We will only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation. Personal data provided to us will be used to enable us to complete your booking, to personalise repeat visits to our cottages or our website, to tell you about news, cottage availability and special offers.
We will always process your personal information on lawful grounds and in particular on the grounds set out below:
Performance of a Contract
If you make a booking through us we will use the details that you give to provide that booking to you and make a cottage available to you.
If you do not provide us with the information we require, then we may not be able to book one of our cottages for you.
Legitimate Interest
We may use your name and contact details to tell you about news, availability and special offers that we think may be of interest to you. You can ask us to stop doing so at any time. However, there are some communications that we need to send. These are essential to fulfil your booking such as booking confirmation emails and payment reminders.
We will never sell your personal information.
In the event that you, any member of your party or your pets cause damage or distress to other people, property or livestock or you make illegal use of our network / internet connection we may disclose your personal information without your consent with other land owners, the police, debt collection agencies, insurers and / or members of the legal profession for the purpose of putting right any damage caused.
We may also disclose your personal data without your permission in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise or defend our legal right.
We have a system of retention periods in place to ensure that your information is only stored whilst it is required for the relevant purposes or to meet legal requirements. Where your information is no longer required, we will ensure it is disposed of or deleted in a secure manner.
At times Closed Circuit Television (CCTV) may be used in external areas of the site as well as surrounding farmland. CCTV is used to provide security and protect both our guests, livestock and us. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is stored for a set period of time after which it is recorded over.
We keep our privacy notice under regular review and we will place any updates on our webpage.
Cookie Policy
By using this website, you signify your acceptance to the use of cookies on this website as set out in this cookie policy. If you do not accept the use of cookies on this website, please disable the relevant cookies or stop using the website. If we post changes to this policy and you continue use this website, you are indicating that you accept those changes.
Cookies are text files generated by a website and placed on the device you are using to access the website. Cookies are used on this website for various purposes including, for example, to evaluate, develop and track website usage, improve the user experience, and collect standard internet log information and visitor behaviour information. Cookies from third parties (including those set by Google Analytics) are used to evaluate and compile anonymised statistical reports for us on website activity. No cookies on this website capture a user’s name or other information that would identify the user personally. They identify the device used to access this website. All information collected by cookies on this website is anonymous.
Session cookies do not store information on the hard disk of your computer or other device and they expire at the end of your browsing session i.e. when you close your browser window the session cookie and information it collected is deleted. Persistent cookies are stored on your computer or other device and they remain there after you close your session until you delete them manually or until your browser deletes them based on the pre-determined period contained within the persistent cookie’s file. This website may from time to time use both.
For more general information about cookies and how to disable them through your browser, visit www.allaboutcookies.org. Contact us if you have questions about the cookies used on this website.
This website uses Google Analytics, a web analytics service provided by Google. Google Analytics uses “cookies” to help us analyse how the site is used. The information generated by those cookies about your use of this website and your current IP-address will be transmitted by your browser to and will be stored by Google on servers in the United States and other countries. Google will use this information on our behalf for the purpose of evaluating your use of this website, compiling reports on website activity and providing other services relating to website activity and internet usage to us. The IP address collected through Google Analytics will not be associated with any other data held by Google. You may choose not to opt-in to permit use of the Google cookies and thereafter you can prevent that use by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You may also stop the transmission of information generated by the cookies about your use of this website and of your IP address to Google, by downloading and installing the Google Analytics Opt-out Browser Add-on available here: http://tools.google.com/dlpage/gaoptout.
Google may also display adverts for Benar Cottages on third party websites.
Google will use cookies to display adverts on those third party websites which may take into account a user’s prior visits to this website.
You may reject or delete the Google advertising cookie i.e. you may opt out of Google’s interest-based advertising program by visiting the Google advertising opt-out page (http://www.google.com/policies/privacy/ads/).
We combine data collected by Google Analytics, with data about our adverts, if we choose to show them, that have been shown using the Google Display Network or DoubleClick for Advertisers, to understand how anonymous users interact with this website after seeing our adverts. We do this to analyse and optimise our advertising campaigns.
Our websites may contain links to other websites. This cookie policy only applies to this website so when you link to other websites you should read their own cookie policies.
We keep our cookie policy under regular review and we will place any updates on our webpage. This cookie policy was last updated in November 2020
Please contact us if you have any questions about our cookie policy or information we hold about you.
Write to us at the address on the contact page.