Terms and Conditions

David's Organic Farm Holidays Wales
Gwarmacwydd
Llanfallteg
Whitland
SA34 0BN
Farm Office 01437 563260 (Monday to Friday, 8:30am to 4:30pm)
Farmhouse 01437 563839
gwarmacwydd@gmail.com

Please read these terms before you book. By paying the deposit you accept them.

1. About These Terms

1.1 We operate Gwarmacwydd as a cottage-style aparthotel on a working organic farm. The price of your stay buys a farm holiday experience: your accommodation, the daily farm programme led by our family and staff, and the services and facilities set out in these terms, on an Estate of over 450 acres that you share with our other guests and with the working farm.

1.2 In these terms "we" and "us" means David's Organic Farm Holidays Wales, Gwarmacwydd. "The Estate" means Gwarmacwydd, over 450 acres including 50 acres of woodland and 2.5 miles of riverbank on the River Tâf. "The accommodation" means the cottage or cottages you have booked. The cottages open directly onto the gardens and grounds of the Estate and have no private gardens or enclosures. "You" and "guests" means the lead guest named on the booking and every member of the party. "Staff" means our family and the people who work for us.

1.3 These terms, our Safeguarding and Check-in Policy at davidsorganicfarm.wales/safeguardingpolicy/ and our Farm Safety briefing at davidsorganicfarm.wales/farm-safety-briefing/ together form the contract for your stay. Pictures and descriptions in our advertising, website and social media give an approximate idea of the holiday we offer and do not form part of the contract. No oral representation by our staff forms part of the contract.

1.4 We may revise these terms at any time. The terms in force when you book apply to your booking, unless a change is required by law.

2. What the Price of Your Stay Includes

2.1 The price of your stay includes the accommodation; all bed linen; the daily farm feeding walk at 8:30 every day of the year, led by our family and staff, in which guests feed the animals and collect the eggs; shared use of the Estate, including its woodland and 2.5 miles of riverbank on the River Tâf; fishing on the River Tâf, for which a rod fishing licence is required by law; Wi-Fi where available; and shared use of the family garden, the front lawn and football pitch, the children's play areas and toys, and the barbecue equipment.

2.2 A travel cot and a high chair are available on request for children up to 3. Cot linen is not provided.

2.3 Towels, logs and the tractor experiences are available as extras under clause 20. Dogs are charged under clause 16.

2.4 Prices are as quoted on our website at the time of booking. We may correct a price quoted in error and may amend prices to reflect a change in the rate of VAT.

3. Booking

3.1 You must be over 18 to book. The lead guest must be a member of the party and must stay for the whole of the stay. Bookings made on behalf of another person are not accepted. We deal only with the lead guest in all correspondence about the booking, including changes and cancellations.

3.2 You must provide the name, age, gender, address and contact details of every member of the party when we ask for them and in any case at check-in. If full details of the party are not provided before arrival, access to the accommodation may be delayed or refused.

3.3 We will send you a confirmation by email with a summary of your booking and a link to online check-in. Please check it and tell us within 48 hours if anything is wrong.

3.4 We may refuse any booking.

4. Payment

4.1 A non-refundable deposit of £400 per cottage for each week or part of a week booked is payable when you book, or the full price of the stay if that is less. Postal bookings should be sent to our office with the deposit and a completed booking form.

4.2 The balance is due 90 days before arrival. If your card details are saved to our system, we will take the balance automatically on that date. To pay with a different card, please contact us before the balance falls due. If your card is not saved, we will email you a reminder with a link to pay.

4.3 Bookings made 90 days or less before arrival are paid in full at the time of booking.

4.4 If the balance is not paid when due, we will send you a reminder. If it remains unpaid 10 days after the reminder, we may cancel the booking, retain the deposit and recover any loss we incur.

5. Cancellation and Changes

5.1 Please tell us of any cancellation by telephone as soon as possible and confirm it in writing. If you cancel more than 90 days before arrival, we will refund everything you have paid except the deposit.

5.2 If you cancel 90 days or less before arrival, the full price of the stay remains payable. If we are able to rebook the accommodation for the same dates, we will refund what you have paid, less an administration charge of 15% of the price of the stay.

5.3 We strongly advise you to take out holiday insurance when you book, to cover cancellation charges and the cost of leaving early. No refund is made if you leave before the end of your stay.

5.4 If we have to cancel your stay, we will offer you accommodation of the same or a similar standard and price, or a full refund. If we have to change the dates of your stay, you may accept the change, accept a replacement booking, or cancel and receive a full refund of everything you have paid. We give as much notice as we can; where the cause is outside our control, notice may be short. No further compensation is paid.

6. Check-in and Registration

6.1 Every guest must be registered before occupying the accommodation, as required by the Hotel Records Order 1972 and our Safeguarding and Check-in Policy. Registration is by online check-in, to be completed before arrival.

6.2 In-person check-in is available only in unusual or exceptional circumstances, provided you have told us beforehand and keep us informed of your arrival time. Access to the accommodation may be delayed for guests who check in in person.

6.3 The location of the accommodation, the key access code and the Wi-Fi details are released only on completion of check-in.

7. Arrival and Departure

7.1 The accommodation is available from 5pm on the day of arrival and must be vacated by 10am on the day of departure.

7.2 Early arrival and late departure are by prior arrangement only and subject to availability; a charge applies.

7.3 Where the accommodation has not been vacated by 10am without prior arrangement, we charge £30 for each hour or part hour, and the full nightly rate where the accommodation is still occupied at 2pm.

8. Occupancy

8.1 The number of guests each cottage sleeps is stated on our website and must not be exceeded. Only registered guests may occupy the accommodation. We may refuse entry to, or require the departure of, any person who has not been declared at check-in, and we may ask the whole party to leave without refund where the number of guests has been falsified. This is a matter of fire safety and of our Safeguarding and Check-in Policy.

8.2 Children up to the age of 3 may sleep in a cot. From the age of 4 every child must have a bed.

8.3 Visitors who are not staying may come onto the Estate only with our prior agreement.

9. Damage and Cleaning

9.1 We do not take a security deposit. You are responsible for any breakage, loss or damage to the accommodation, its contents, the Estate or our property caused by you, your party, your visitors or your pets, and we will charge you the cost of repair or replacement.

9.2 The welcome booklet in each cottage contains an inventory and a list of breakage costs. Please check the inventory on arrival and tell us straight away if anything is missing.

9.3 Our housekeeping staff inspect and prepare each cottage after departure. Where a cottage needs cleaning beyond what a normal stay requires, we charge for the additional cleaning.

9.4 Charges under this clause are taken from the card used to pay for the booking.

10. Guest Conduct

10.1 Gwarmacwydd is shared by our guests, our family, our staff and the working farm. We ask for courtesy at all times towards our staff and towards other guests.

10.2 Parties are not permitted. Amplified music must not be played at any time, and noise must be kept to a minimum after 10pm. If you wish to celebrate an occasion during your stay, please ask us beforehand; we may be able to arrange something, and reasonable charges may apply.

10.3 Abusive, aggressive, offensive or illegal behaviour, or behaviour that spoils the enjoyment of other guests, is not tolerated. We may require you or any member of your party to leave immediately, without refund, and we may refuse future bookings. Where necessary we will involve the police.

11. Farm Safety

11.1 Gwarmacwydd is a working farm. Every guest must read the Farm Safety briefing before exploring the farm or the Estate, must not set off exploring until they have spoken to us, and must follow the briefing and any instruction given by our staff throughout the stay.

11.2 Guests may not enter the farmyard or any building other than their own accommodation unless accompanied by a member of staff, and must not enter any field with livestock or machinery in it.

11.3 Parents and carers are responsible for the supervision of their children at all times, everywhere on the Estate. We do not supervise children.

11.4 Everyone must wash their hands with soap and water after touching any animal and before eating.

11.5 On the feeding walk and in any activity led by our staff, every guest must follow the guidance of the member of staff leading it. Where a child repeatedly does not, we may, in everyone's interest, stand that child down from the activity.

11.6 We may ask any guest who disregards these requirements to leave, without refund.

12. Gardens, Grounds and Play Areas

12.1 The gardens and grounds of the Estate, the front lawn and football pitch, the play areas and the toys are shared by all guests and are available on a first come, first served basis. There is space for everyone: please use them with courtesy to other guests, take your turn, and supervise your children throughout.

12.2 Wooden go-carts, scooters and other wheeled toys are issued on request by a member of staff. All toys must be returned to their place at the end of each day.

12.3 The sand pit, swings, slide and fort must be used only under adult supervision and at the parent's or carer's risk.

12.4 We may withdraw the use of any equipment where these rules are not kept.

13. Estate Roads and Vehicles

13.1 The speed limit on the lane is 20mph from the road until the lane enters the trees beyond the open field, and 10mph from there to the farm and cottages, where guests, children and animals may be on the road. Please give way to farm vehicles and livestock at all times.

13.2 Vehicles must be parked only in the places we indicate. Vehicles and their contents are left at the owner's risk. Guests may not drive on the Estate beyond the cottages and the parking areas.

14. Smoking and Vaping

14.1 Smoking and vaping are not permitted anywhere on the Estate. This includes every building, the gardens and grounds, the farmyard, the fields and the woodland.

14.2 Where a guest smokes or vapes inside any building, we charge the full cost of specialist cleaning and of restoring the accommodation to a smoke-free state, with a minimum charge of £250, together with the value of any bookings lost while it is restored. Anyone found smoking or vaping inside may be asked to leave, without refund.

15. Fire, Barbecues, Bonfires and Fireworks

15.1 Fire is a real risk on a farm. Bonfires and fireworks are not permitted anywhere on the Estate without our express permission.

15.2 Barbecues may be used only on the barbecue equipment provided and in the places we indicate, and must never be left unattended.

15.3 In periods of drought or high fire risk we may impose a total ban on smoking, vaping and barbecues anywhere on the Estate, and guests must comply with the ban from the moment we announce it.

15.4 No other fire may be lit, except the wood burner in The Old Coach House. The wood burner may be lit only once the person operating it has read the fire safety instructions in the welcome booklet. The fire guard must be put in place as soon as the fire is lit, the wood burner must not be left unattended, and only kindling and logs may be burnt in it. Logs are not supplied with the accommodation and are available as an extra.

16. Dogs and Other Animals

16.1 Well-behaved dogs are welcome by prior arrangement, up to 2 per cottage, at the nightly charge shown on our website. Dogs found in excess of the number booked may be refused.

16.2 Dogs must not be left alone in the accommodation and are not allowed on the furniture. Please bring your dog's own bedding and towels, and clean muddy dogs before they come inside. We recommend a crate for your dog to sleep in and can provide one; we may require one.

16.3 Dogs must wear a collar and identity tag, must be on a lead everywhere on the Estate until we have agreed where your dog may run free, must never enter a field with cattle or sheep, and are not allowed in the children's play areas. Owners must pick up after their dog and use the bins provided.

16.4 Breeds prohibited under the Dangerous Dogs Act 1991 are not accepted. If in doubt, please ask when booking.

16.5 Where we consider that a dog is causing a disturbance, or a risk to livestock, wildlife, other guests or property, we may require it to be removed from the Estate immediately. All damage caused by a pet is charged under clause 9.

16.6 Assistance dogs are welcome free of charge. We may ask to see an assistance dog's identification.

16.7 Other pets may be accepted at our discretion. Please ask when booking.

17. Tractor Driving Experience and Tractor Rides

17.1 The tractor driving experience and tractor rides are available only to guests staying with us, and are booked through our website, by email or by telephone. A voucher for a stay including the experience may be bought as a gift.

17.2 The driver on the tractor driving experience must be over 18 and hold a full driving licence. We may ask for a copy of the licence. The experience is an hour, of which 10 to 15 minutes is an explanation of the tractor and its controls and the rest is driving. It is an experience, not a qualification.

17.3 Tractor rides are for passengers only: children over 13 and over 135cm in height, and adults without a driving licence. A ride does not entitle the passenger to drive.

17.4 Participants and their party must not enter the farmyard unaccompanied, must not touch any machinery without permission, must not tamper with any lever, button or control unless instructed, and must keep hands and legs inside the cab at all times. We may end the experience or ride where a participant does not follow the safety instructions, without refund.

17.5 If a participant arrives more than 15 minutes after the start time, the lost time is deducted from the session.

17.6 If we have to reschedule an experience or ride, we will offer an alternative time or day; if none can be arranged, we refund the experience in full.

17.7 The tractor driving experience and tractor rides follow the same cancellation terms as the stay, under clause 5.

18. Fishing

18.1 Fishing on the River Tâf is included in your stay and is at your own risk. You must hold a rod fishing licence, which can be bought online, and must fish only within the permitted seasons.

19. Access to Your Accommodation and Services

19.1 Our staff may enter the accommodation at any reasonable time for housekeeping, maintenance, safety or inspection. Staff do not enter a cottage in which children are present without an adult.

19.2 We cannot accept responsibility for an interruption to the electricity, water or internet supply caused by weather, by the supplier or by any other cause outside our control, and no rebate is paid for a mechanical or electrical failure. We will make every effort to put any problem right quickly.

20. Extras

20.1 Towels, logs for The Old Coach House wood burner, the tractor driving experience and tractor rides are available as extras at the prices shown on our website and in the booking process. The nightly charge for dogs is shown in the same places.

20.2 Towels are issued on payment. Please tell us before arrival if you would like them. Towels must not be taken to the beach or leave the accommodation.

21. Photography, Filming and Drones

21.1 Guests must not photograph or film children other than their own without the consent of a parent or carer.

21.2 Photography or filming for commercial purposes is not permitted anywhere on the Estate without our written permission.

21.3 Drones may not be flown anywhere on the Estate without our written permission given before arrival, and then only on the conditions we set.

22. Dangerous Items

22.1 Firearms, air weapons, crossbows and archery equipment, knives other than for kitchen use, fireworks, and illegal substances must not be brought onto the Estate.

23. Lost Property

23.1 Property left behind is kept for 3 months and returned at the guest's expense. We are not responsible for property left in the accommodation or on the Estate after departure.

24. Complaints

24.1 If anything about your stay is not right, please tell us straight away, at the farmhouse, by telephone on 01437 563839 or by email to gwarmacwydd@gmail.com, so that we can put it right during your stay. We are not responsible for a matter you were aware of and did not tell us about while you were here.

24.2 A matter not resolved during your stay must be raised in writing within 28 days of departure. We correspond only with the lead guest.

25. Liability

25.1 Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, or for anything else for which liability cannot be excluded by law.

25.2 Subject to clause 25.1, we are not liable for loss, theft or damage to your property or vehicles, for loss or injury caused by your own failure to follow these terms, the Farm Safety briefing or the instructions of our staff, or for any loss that is not a foreseeable result of our breaking this contract. Our total liability to you in connection with your stay, other than under clause 25.1, is limited to the price of the stay.

25.3 Gwarmacwydd is a working farm with livestock, machinery, open water and uneven ground. By staying with us you accept the ordinary risks of a farm environment and undertake to follow the Farm Safety briefing.

26. General

26.1 Your stay is a licence to occupy the accommodation as a guest and does not create a tenancy.

26.2 Your booking is not a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018.

26.3 We are not liable for any failure or delay in providing your stay caused by events outside our reasonable control, including severe weather, flood, disease control restrictions, failure of utilities and government action.

26.4 If any part of these terms is found to be invalid, the rest continues to apply.

26.5 These terms are governed by the law of England and Wales, and both parties submit to the non-exclusive jurisdiction of the courts of England and Wales. A person who is not a party to these terms has no rights under the Contracts (Rights of Third Parties) Act 1999.

26.6 Personal information is handled in accordance with our Privacy Policy at davidsorganicfarm.wales/privacy-policy-2/.