Terms & Conditions

These are the terms and conditions on which We will supply a property to you (the “Terms”). Please ready these Terms carefully as they contain important information about your rights and obligations and about the services we provide. By confirming Your booking, you agree to be bound by these Terms.

In these Terms, “You” and “Your” means all people named on the booking form (including any person who is added or replaced at a later date). “We”, “Us” and “Our” means Mill Meadow (the trading name of CJ Heayns).

We arrange bookings of properties as an agent on behalf of the owner (“Owner”). When acting as an agent for bookings We accept no legal responsibility for any contract You enter into in respect of a particular property or for the acts or failure to act of any Owner or other person connected with Your booking.

Please ensure that You read these Terms carefully and check the details on the booking form are complete and accurate. If You think that there is a mistake or require any changes, please contact Us to discuss this.

1. Your Booking

1.1 By submitting a booking form to Us, the person in charge of the party (“Party Leader”) confirms that they have authority to make the booking on behalf of the party on the basis of these Terms and that all members of the party agree that the bookings will be governed by these Terms and that each member of the party and the Party Leader will be liable for damage and loss resulting from any breach of these Terms.

1.2 The Party Leader must be a responsible and capable adult of at least 21 years of age.  Where the majority of your party is under 21, your party must include sufficient capable and responsible adults over the age of 21, in the property at all times to provide adequate supervision for the party and each member of it. Where your party is aged between 18 and 21, please contact Us to discuss your booking.

1.3 You must submit your booking request and you will be asked to pay your deposit. Once you have submitted your payment details for the deposit, you request will be sent to Us for approval. These Terms will become binding on You and Us when written confirmation has been sent to You by Us, at which point a legally binding contract will come into existence between You and Us. Please note that Your booking will not be guaranteed until we have received Your deposit and confirmed acceptance of Your booking by sending You written confirmation of your booking.

1.4 We reserve the right at our sole discretion to refuse to accept any booking. If we refuse to accept your booking, your deposit will not be taken and we will notify you using the email address provided.

1.5 We have the right to cancel your booking, or to instruct you or your party to leave any property immediately, without compensation or refund, should you or any of your party not comply with these Terms, particularly those terms relating to behaviour and conduct.

1.6 As soon as You receive Your written confirmation of Your booking You must check the details carefully. If anything is incorrect, You should tell Us immediately.

2. Parties

2.1 We require the name of all persons in Your party, the age of guests under 18, the Party Leader’s home address, and the nationality of all persons in Your party who will be occupying the property and this information must be specified on the booking form and provided at any time when requested during Your stay. We are required by law to collect certain information at the time of booking so failure to provide all or part of the required details may result in a refusal of Your booking, a delay on arrival or if the failure occurs during your stay We reserve the right to ask You to leave the property. We will process this information about you in accordance with paragraph 16 (data protection).

2.2 Mill Meadow is a private site and closed to the general public. We are required to know who is on the premises at any time. If you wish to invite friends or family to visit during your stay, you must request this on your booking form and await consent. Under no circumstances must visitors arrive on site without prior and reasonable notification and consent. Visitors’ car parking is restricted, as the facilities on site are limited and resident guests take priority. There is no overnight parking for non-residents. Non-residents are required to leave the premises by 10.00pm.

3. Payments

3.1 For properties booked six weeks or more before Your intended arrival date, a deposit of 30% of the total fees plus a non-refundable booking fee of £35 is payable at the time of booking. The full balance of the fees, plus any additional charges is payable six weeks before Your arrival date as specified on the booking form.

3.2 For properties booked less than six weeks before the start of Your intended stay, the full fees, and a non-refundable booking fee of £35, must be paid at the time of booking.

3.3 You have 14 days to cancel your booking and receive a full-refund (“Cooling-off Period”), unless your arrival date is scheduled within the Cooling-off Period in which case you will lose your deposit should you decide to cancel. In the event that you cancel your booking after expiry of the Cooling-off Period, all payments made up to the date of cancellation are non-refundable.

3.4 Payment must be made by debit or credit card.

3.5 Payments made by cards are not subject to a transaction fee.

3.6 We only accept payment in pounds sterling.

3.7 Any charges We incur from Our bank for handling any form of payment, charges for dishonoured cheques or charges for overseas transfers will be passed on to You and You are liable to reimburse Us within 7 days of notification of the same.

3.8 If You do not pay any payment due in relation to Your booking by the due date we and the Owner are entitled to cancel Your booking and it will be deemed that You have initiated the cancellation. In this case, Your booking will be cancelled immediately and the provisions of clause 5 will apply.

3.9 Security Deposits apply (see clause 11.2)

4. Pricing

4.1 We and the Owners reserve the right to amend prices quoted on the website or any other media at any time prior to confirming Your booking. We will confirm the price of Your booking when you make it.

4.2 All prices quoted include any taxes or government charges which may apply to You at the time of booking.

4.3 All prices are for the property and are not on a per person basis, except where an extra person charge applies or otherwise specifically stated on the website.

4.4 We will do all that We reasonably can to ensure that all of the information You give Us when paying for the booking is secure by using an encrypted secure payment mechanism. However, in the absence of negligence on our part, any failure by Us to comply with these terms or our Privacy Policy (see paragraph 16) or breach by Us of our duties under applicable laws, We will not be legally responsible to You for any loss that you may suffer if a third party gains unauthorised access to any information that you give Us.

4.5 In addition to charging you for the price for the property, We will also take a refundable damage deposit in accordance with paragraph 11, which will be refunded to You if there is no damage to the property as a result of Your booking.

4.6 In order to secure the damage deposit, We may place a pre-authorised charge on Your credit card for the amount of the damage deposit. This will be temporarily held against Your card until we have verified that there has been no damage to the property after your visit.

5. Amendments and Cancellations

5.1 If You want to change any detail of your booking, We will do Our best to make the required changes.

5.2 Alterations to confirmed bookings will be subject to a £35 administration charge.

5.3 If You need to cancel Your booking, You must contact Us using the details set out on Your booking confirmation as soon as possible. We will then issue written confirmation of Your cancellation.

5.4 If you cancel your booking (whatever the reason), the deposit and all extra charges are not refundable.

5.5 If You cancel Your booking you will still be liable to pay the balance of the fees . However, We will do our best to rebook the property and, if successful rebooked, We may be able to refund part or all of Your balance depending on the amount of the new booking.

5.6 If prior to your arrival, or at any time during your stay, any member of your party has, or develops, a contagious medical condition you must notify Us as soon as possible.  We do not require any details of the contagious medical condition, however We do require notification from You, in order for Us to maintain the safety of our site, to the extent possible.  On receipt of such notification We reserve the right to refuse or cancel Your booking (if discovered prior to your arrival date), or ask Your party to leave the property immediately if you are part-way through your booking.

6. Cancellation by the Owner

6.1 Neither We nor the Owner expect to have to make any changes to Your booking after it is confirmed. However, sometimes bookings have to be changed or cancelled and the Owner reserves the right to do so if required.

6.2 If any changes are needed, We or the Owner will contact You as soon as is reasonably practical to explain what has happened and let You know about the cancellation or change. We will do our best to rebook your stay by either offering you an alternative date or alternative property. However, if we are unable to offer you a suitable alternative, we will refund you all of the fees paid up to the point of cancellation.

7. Events beyond Our Control

7.1 Neither We nor the Owner will be legally responsible either jointly or individually for any refund or compensation if We or they are prevented from carrying out Our responsibilities under this contract as a result of events beyond Our control.

7.2 This means an event beyond Our and the Owner’s reasonable control including but not limited to strikes, lock-outs or other industrial disputes, act of God, war, riot or civil commotion, malicious damage, compliance with any law or governmental order, rule regulation or direction, accident, natural disaster, fire, flood, pandemic, storm or default of suppliers or subcontractors.

8. Your Property

8.1 You may arrive at the property any time after 4.00pm on Your arrival date unless agreed otherwise with Us or the Owner in writing. You must leave by 10.00 am on the day of departure. Earlier arrivals may be possible but are at Our and the Owner’s discretion.

8.2 Certain pets are allowed in some properties by prior arrangement with the Owner, subject to payment of the appropriate fee. Dogs must be well behaved and kept under control at all times, are not allowed in bedrooms, and must not be left unaccompanied in the property. Dogs must be kept on a lead at all times when outside the property. Any excess cleaning which incurs costs which exceed the additional fee will be invoiced to You by the Owner or their representative on or as soon after departure as reasonably possible, as set out in clause 11 below.

8.3 Bed linen is included in the price, and beds will be made up on arrival. Towels (not beach or hot tub towels) are included in most properties. Sofa beds where requested will not be made up but linen will be provided.

8.4 All gas and electricity costs are included in the booking price.

8.5 All of Our properties are non-smoking.

8.6 Specific parking instructions for the applicable property will be issued to You prior to your arrival date and must be adhered to. Any vehicle and any contents are parked entirely at your risk.

8.7 Where additional facilities such as telephone or broadband are provided, please note that the provision of these services are subject to availability and network conditions. You agree not to make unreasonable use of these facilities. Where We or the Owner deem that there has been unreasonable use of such facilities, We and the Owner reserve the right to invoice You for the reasonable costs incurred as a result of such use.

8.8 You are responsible for the supervision of all members of Your party under the age of 18.

8.9 You and all members of Your party agree to keep the property clean and tidy, to leave the property in a similar condition as you found it when you arrived and to behave in a way at all times while at the property which does not break the law.

8.10 You and all members of Your party agree not to use the property for any illegal or commercial purpose, including subletting.

8.11 You and all members of Your party agree not to allow anyone to stay in the property who We have not previously been notified of and agreed to.

8.12 We or the Owner can refuse to allow You into the property or ask You to leave if We or the Owner reasonably believe You or any member of Your party (or any other person you have invited into the property) are behaving illegally or antisocially or that any damage is likely to be caused or has been caused. We will treat these circumstances as a cancellation by You.

8.13 You must not allow more people than the website states to stay overnight in the property without the advance consent of Us or the Owner.

8.14 A travel cot may only be occupied by a child aged 24 months or less.

8.15 You must allow Us, the Owner or Our/their representative (including workmen) access to the property at any reasonable time during your stay. In the case of an emergency, We, the Owner or their representative may enter the property at any time without giving you notice.

8.16 You and all members of Your party (including any of Your party’s visiting non-residents) agree to abide by a 10.30pm external noise curfew (reasonable noise levels for the time of evening only), which Your party shall remain jointly responsible for abiding by. You are responsible for ensuring that any of Your visiting non-residents leave the property quietly prior to 10.00pm.

8.17  Candles and naked flames are not permitted in the property.

8.18 Non manufacturer chargers are not permitted or phones, vape units or any other device.

9. Website Descriptions

9.1 We aim to make sure that the information provided by Us and the Owners on our website is presented accurately.

9.2 Photographs and other imagery of the exteriors and interiors of properties are representative only and exteriors and interiors may vary.

9.3 Changes to external premises or facilities described or changes to availability of properties are outside of Our control and cannot be relied upon absolutely.

9.4 We take no responsibility for noise or nuisance resulting from third party activity over which We have no control.

9.5 You are responsible for ensuring the property is suitable for Your needs prior to booking.

10. Condition of Property and Inventory

10.1 Before You arrive Your property will have been cleaned and the inventory checked. Discrepancies and any damage found should be reported within 24 hours of arrival to the Owner or their representative, the inventory will otherwise be deemed to be correct. Losses, damage or any cleaning necessary over and above normal servicing, will be invoiced to You on or as soon after departure as possible.

11. Damage to Property

11.1 You are responsible for all damage or breakages caused by You or members of Your party to or within the property or its contents during Your stay, including the responsibility for paying for this damage.

11.2 We reserve the right to take a security deposit payment of £250 per booking (or an alternative amount agreed with you in advance) to cover:

(a) any additional cleaning requirements (detailed below) and our additional staff costs to carry out the additional cleaning;

(b) damage to the accommodation and its contents, fixtures or fittings;

(c) damage to any part of our site including communal areas and facilities; and

(d) Us replacing any items that may have been removed from the property,

as a result of guest misuse or negligence (the “Security Deposit”).

11.3 Additional cleaning requirements cover any cleaning over and above the usual cleaning that We conduct between guests, including any speciality cleaning of linen, carpets or soft furnishing for the removal of marks or stains.

11.4 Prior to Your arrival, We will either, pre-authorise the Security Deposit on the card notified by You to Us, or request payment of the Security Deposit from you. Whether we request Pre-authorisation or payment of the Security Deposit is at our discretion.

11.5 If any damage is identified to our Property following your stay with Us, We will deduct a reasonable charge from Your Security Deposit to reimburse Us for the costs incurred repairing such damage caused by You or Your party. The Party Leader is responsible for all damage caused by party members.

11.6 If the Security Deposit does not cover the damage caused by You (or Your party if applicable), We will notify You or the Party Leader of the additional costs required to compensate Us for the additional cleaning required to the property or to rectify the damage caused by You (and Your party if applicable). You will then be invoiced for all amounts over and above the Security Deposit paid by you.

11.7 We will always notify You of the amount We are deducting or invoicing in advance of doing so, including details of the damage and supporting photographic evidence (if possible). We can provide receipts or quotes for repair work if requested.

11.8 We will raise an invoice in respect of any costs that We incur above the Security Deposit (“Additional Repair Costs”) and send this to the Party Leader within 30 days of the checkout date of Your stay. Additional Repair costs will include the price of materials purchased and third-party labour costs to undertake the additional cleaning and/or repair damage caused by You or a member of Your party. If our staff are able to rectify the damage, our staff labour costs for undertaking repairs or cleaning the property will be charged to You at £30 per hour but We reserve the right to instruct third parties to provide such services where necessary, in which case We will be subject to their fees. We will always endeavour to mitigate any costs incurred by Us.

11.9 You shall pay the Additional Repair Costs invoice in full without deduction or set-off, in cleared funds within 14 days of the date of any invoice to the bank account nominated by Us and using a payment method approved by Us. You shall pay any applicable VAT to Us on receipt of a valid VAT invoice.

11.10 If no additional cleaning or damages are reported or discovered following You or Your party’s check-out from the property, We will remove our pre-authorisation of your Security Deposit or return any Security Deposit funds paid to us within 7 days of Your check-out.

11.11 You are encouraged to notify Us of any damage as soon as is possible to contain the impact and cost of repair or replacement.

12. Size and Party

12.1 We are a family holiday destination and in order to ensure that we maintain an environment suitable for families We have in Our sole discretion the ability to accept or refuse bookings from any stag parties, hen parties or equivalent parties. You acknowledge and agree that We may need to consider special arrangements for such groups with a particular property Owner and that You shall notify Us prior to booking with Us if Your group is a stag party, hen party or equivalent. Any special arrangement is likely to require a Security Deposit from You that is greater than that which is specified at clause 11.2 above which shall be notified to you prior to confirming Your booking.

12.2 We and the Owner reserve the right to refuse access to the property by the types of groups referred to in clause 12.1 and to terminate Your party’s booking without compensation where We establish that Your party is in breach of clause 12.1 above.

13. Special Requests

13.1If You have any special requests, You must let Us know when You make a booking and confirm them in writing.

13.2 Although We use our best efforts to accommodate reasonable requests, We cannot guarantee that all requests will be met. In some cases an extra charge may be payable to facilitate a special request and We will discuss this with You before incurring any additional charges.

13.3 If We or the Owner fail to meet any special request, it will not mean We or they have breached these Terms.

14. Electric Vehicles

14.1 If You use Our electric vehicle charging facilities You must at all times comply with Our Electrical Vehicle Charging Policy.

14.2 You must pay a deposit charge of £35 per vehicle which uses Our electric vehicle charging facilities during Your stay, regardless of duration of your stay. Your charging consumption will be metered and charged to this deposit the prevailing rate with any balance over and above the deposit to be paid to Us before your departure.

15. Liability

15.1 Where We act as agent for the Owner, we cannot accept any legal responsibility for any act or neglect by the Owner or of anyone representing or employed by them.

15.2 If We fail to comply with these Terms, We are responsible for loss or damage you suffer that is a foreseeable result of Our breach of the Terms. Loss or damage by Us foreseeable if it was an obvious consequence of our breach or if it was contemplated by You and Us at the time we entered into this contract.

15.3 We do not exclude or limit in any way Our liability for:

(a) death or personal injury caused by Our negligence or the negligence of Our employees, agents or subcontractors;

(b) fraud or fraudulent misrepresentation; and

(c) breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982 (title and quiet possession); and

(d) anything else which cannot be excluded by law.

15.4 In all cases, except personal injury or death, Our liability to You for the total of all claims arising out of Your booking and subsequent stay with Us is limited to 150% of the cost of Your booking less any insurance, cancellation, amendment or separate charges.

15.5 If for any reason beyond Our control the property is not available on the date booked (owing to fire damage for example) or We deem the property as unsuitable for holiday letting, all charges paid in advance by You will be refunded in full, but You shall have no further claim against Us.

16. Complaints

16.1 All complaints must be notified to Us immediately in writing to ensure sufficient time is given to investigate and/or take the necessary remedial action including putting You into contact with the Owner.

16.2 Compensation will not be offered where You have denied Us, the Owners or their representative the opportunity to rectify matters during the holiday.

17. Data Protection

17.1 In order to process Your booking We need to collect certain personal information from you including (where applicable) name, address, age of party members, credit/debit card or other payment details, phone numbers and any other special requirements which may affect your arrangements. Sometimes it is necessary for Us to pass on this information to third parties, such as the Owner of the property you wish to book. Further information on how We use Your personal information and who We share it with is set out in our Privacy Notice https://millmeadow.co.uk/privacy-notice

17.2 We use and process your personal data in accordance with our Privacy Notice, which is available at https://millmeadow.co.uk/privacy-notice

18. Information about Us and how to contact Us

18.1 Our address is Mill Meadow, Parsonage Lane, Kingston St Mary, Taunton, Somerset TA2 8HL. If you have any questions or complaints, please contact Us. You can contact Us by telephoning 07779 651911 or by emailing Us at info@millmeadow.co.uk.

19. Other important terms

19.1 We may transfer Our rights and obligations under these Terms to a third party, and We will always notify You in writing if this happens, but this will not affect Your rights or Our obligations under these Terms.

19.2 This contract is between You and Us. Except for the Owner (who may enforce these Terms on our behalf), no other person shall have any rights to enforce any of its terms.

19.3 Each of these paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

19.4 If We fail to insist that You perform any of Your obligations under these Terms, or if We do not enforce Our rights against you, or if We delay in doing so, that will not mean that We have waived Our rights against You and will not mean that You do not have to comply with those obligations. If We do waive a default by You, We will only do so in writing, and that will not mean that We will automatically waive any later default by You.

19.5 These Terms are governed by English law. You and We both agree to submit to the exclusive jurisdiction of the English courts.

19.6 We reserve the right to amend and update these Terms from time to time at our discretion. Any updates to these Terms will be made available on this page.