Terms and Conditions

Cancellation for reasons of ill health or bereavements  can be covered by taking out suitable travel insurance which is highly recommended.

There are several suitable insurance options which include cover for COVID-related cancellation or you can look for suitable cover on comparison sites such as  www.gocompare.com.  We are not selling, promoting, endorsing or recommending any particular product.  Trailfinders  https://www.trailfinders.com/insurance#/step1  PJ Hayman https://www.pjhayman.com/travel-insurance/staycationplan/

The Contract

The contract is between the person making the booking on behalf of all members of the rental party (the Client) and us (the Owners) of Belle Grove Barns (the Property).

The person making the booking must be at least 18 years of age at the time of booking.

The contract is entered into when the confirmation of the booking is issued (Confirmation) by the Owners and is subject to these Conditions.

The Client must check the Confirmation carefully to ensure it records the client’s requirements and notify the Owners of any amendment immediately.

Start Date means the date of commencement of the rental period as per the Confirmation.

Departure Date means the date on which the Client is to leave the Property as per the Confirmation; departure must be by 9.30 am on the Departure Date unless otherwise specifically agreed.

The Client must ensure that any persons invited by the Client to the property as a day visitor abide by these Terms & Conditions.



A deposit of £75 (for the Stable, Gate House or Coach House) or £100 (for The Granary or Upper Barn) is payable where the booking is made 8 weeks or more before the commencement of the rental.

On bookings made within 8 weeks of the Start Date the full rental fee is payable. Non payment of the balance of the rental on or before the due date (or 5 days from issue of the balance invoice for the balance whichever is the later) shall be construed as a cancellation of the contract by the Client.

The Owners reserve the right to pass on any bank charges & other costs if payment is made in a foreign currency or if we have had to re-present a cheque or process late payments.

The owners reserve the right to request payment of a 50% deposit in respect of overseas bookings.

Especially on payment of the full sum, the Client is strongly recommended to take out appropriate cancellation insurance.

Cancellation by the Client (you)

Any cancellation made by the Client for any reason should be made in writing addressed to Bookings, Belle Grove Farm, Lower Common, Westhall, Suffolk IP19 8QU or email to jo@belle-grove.com. Cancellation by email cannot be deemed to be in writing unless such emailed Notice has been acknowledged by the Owners.

If cancellation is received prior to 8 weeks prior to the Start Date then the deposit is refundable or may be carried forward to act as a deposit against another booking made within the next 12 month period.

If cancellation is after 8 weeks prior to the Start Date, payments are not refundable unless the Owners have re-let the Property for the period originally booked by the Client in which case any balance rental payment will be refunded less an administration charge of £50.

It is your responsibility to ensure that you have adequate insurance in place to cover any loss or damage that you may suffer as a result of cancelling all or part of your stay with us and any associated costs.

Cancellation & changes by the Owners (us)

Where force majeure  arises the Owners have the right to cancel your booking and will refund the rental paid. In that event the Owners’ liability is limited to payment of the refund. No compensation can be paid or costs that the Client has incurred as a result of such cancellation or change.

The Owners reserve the right to alter or withdraw amenities or facilities which have been advertised or previously available without prior notice where reasonably necessary due to repairs, maintenance, weather conditions and circumstances beyond the Owners control.

The Owners reserve the right to refuse to hand over accommodation to any person or persons who in their reasonable opinion is not suitable to take charge of it. In such cases, the rental charges will be refunded less the deposit, the contract terminated and the Owners have no further liability.

If in the reasonable opinion of the Owners, any person or persons are not suitable to continue the rental because of unreasonable behaviour, damage to property or danger or significant annoyance to others the contract may be terminated in which case the Owners will have no further liability and in this event no refund will be given.

Changes of Date

If the Client wishes to change a booking once Confirmation has been issued an administration fee of £35 may be payable.

However it is important to realise that if a change is made less than 8 weeks prior to the Start Date, the change of date may have to be treated as the cancellation of one booking and the making of another. In such cases cancellation charges may be incurred which may be as much as the total cost of the booking. If this is the case we would advise the party leader accordingly.

Rental Period

Rentals commence, unless otherwise agreed, at 4pm on the Start Date and terminate at 9.30am on the Departure Date. Please do not arrive earlier than 3pm or your estimated arrival as time is needed to clean the Property thoroughly between visitors.

If you fail to arrive by 12 noon on the day after the Start Date and do not advise the Owners of this late arrival, your booking may be treated as cancelled.

Numbers of persons using the Property

The number of persons occupying the Property must not exceed the numbers stipulated on the Booking Form unless expressly agreed with the Owners and the Owners reserve the right to refuse entry to the entire party if this condition is not observed and in such a case no refund will be given. Children under 2 years are not normally counted for this purpose.

Nor can you take pets into the Property unless arranged in advance and shown on the Booking Application & Confirmation.


Any shortcomings or cause for complaint should be notified to the Owners during the rental period so that they can take steps to rectify these.

Care of the Property

The Client shall take all reasonable and proper care of the Property and its furniture, fittings and effects in or on the Property and leave them in the same state of repair and condition and in a similar clean & tidy condition at the end of the rental period as at the beginning.

Portable air-conditioning units are not permitted. Electric fams are provided.


Pets must be notified on the Booking Application.

Well behaved dogs are welcome but must be under proper supervision and control at all times. There is a charge of £10 per dog per night  (but no charge is made for guide dogs).

A pet basket must be brought as pets are only permitted on the clear understanding that in no circumstances may they lie on the bedding or chairs.

Pets must not be left unattended in the Property or elsewhere and in the interests of visitor safety it is regretted that the following dogs are not accepted: American Pit Bull Terrier, Japanese Tosa, Brasileiro & Dogo Argentino even where these dogs are muzzled.

Pet owners are responsible for clearing up any fouling that occurs in the gardens of the Property.


The Clients vehicles and accessories and contents are left entirely at the Client’s risk. The Owners will not be responsible for any loss or damage from or to any vehicle from any cause whatsoever other than the negligence of themselves or their employees or agents.

As regards Electric Vehicles, the charging of EV’s through windows is expressly forbidden.  A professionally installed EV charging unit is available on site.


The Owners cannot accept liability for any damage, expense, injury, death or loss or any nature whatsoever suffered by any person or persons from any cause whatsoever other than proven negligence of themselves their employees or agents.

Special needs & wheelchair access

Unless otherwise advertised, the properties at Belle Grove are on 2 floors. Visitors with mobility difficulties should check the online Access Statement and/or raise any enquiries as to the suitability of the property for their needs.

It is essential that all booking applications from parties that include people with special needs provide written details of those needs and confirmation that able-bodied assistance will be available.

Right of Entry

The Owners reserve the right to enter the Property at any time with or without notice in case of emergency or if they have reasonable grounds to believe that there is or has been a breach of these conditions.

Breakages & damage/security deposit

The Client must reimburse the Owners for replacement or repair of damaged items or extra cleaning costs. Note that towels and blankets must not be used on the beach or for pets.

At the Owner’s discretion, a security deposit known as a Housekeeping Payment may be requested at the time of payment of the balance rental. If payment of this is made by cheque, the Owners undertake not to cash the cheque unless there are reasonable grounds to cash it under the provisions of this clause. In that event and if the cost of such re-imbursement is less than the Housekeeping Payment, the Owners will remit the balance forthwith to the Client. The Owners reserve the right to claim any additional costs from the Client.

Data Privacy Statement

We treat any data collected during the course of making bookings of dealing with enquiries in the strictest confidence. Your data will NEVER be sold. However as members of Premier Cottages (a marketing collective of the best 4 and 5 star cottages in the UK) we have agreed to supply to Premier Cottages Ltd. the names, postal addresses and emails of all guests booking with us or proposing to book with us during the previous year in order (only) that those guests/potential guests may be sent a Premier Cottages brochure and occasional promotional emails. By accepting these terms & conditions you are indicating your consent to receive such material and communications – if not, you can let us know by ticking the Marketing Notes box in the extras section and if at any time you would like your details removed from this list all you need to do is click the Unsubscribe link on any of the emails or email us direct so we can arrange for you to be removed from the mailing list forthwith.

In this contract, a Force Majeure Event means an Act of God or event or circumstance outside the Owners control which could not reasonably have been foreseen or avoided including any of the following circumstances which may hinder or prevent the performance of the contract, including but not limited to:

  1. acts of God, flood, drought, earthquake or other natural disaster;
  2. epidemic or pandemic;
  3. terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
  4. nuclear, chemical or biological contamination or sonic boom;
  5. any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent;
  6. collapse of buildings, fire, explosion or accident;
  7. any labour or trade dispute, strikes, industrial action or lockouts;
  8. non-performance by suppliers or subcontractors; and
  9. interruption or failure of utility service.

 Nothing in these Conditions affects your normal statutory rights.