Terms & Conditions (COVID-19)

Terms & Conditions (COVID-19)

Updated as of 16th December 2021

Listed below are the terms and conditions relating to the rental of properties through Chillout Mountain UK Ltd (Holly Cottage, Rowland, Bakewell, Derbyshire DE45 1NR), operated by SDF Clements Bexon of 823 Route D’Avoriaz, Morzine 74110. Hereafter referred to as ‘Chillout Mountain’, ‘we’ and ‘us’.

These T’s and C’s together with the booking form, which will be completed by the group leader (hereafter known as the Client), will act as a contract between Chillout Mountain and all persons listed on the booking form.

1. Booking – how to book

1.1 To reserve a property the Client either uses the on-line enquiry/booking facility for immediate confirmation of availability or contacts us by email or phone. To confirm a reservation the client should then complete the booking form and send it with payment of the initial deposit (25% of the total rent due).

1.2 Following successful processing of the deposit payment, Chillout Mountain will send by email a confirmation invoice and receipt. This is the formal acceptance of the booking. Payments can be made by Bank Transfer to Chillout Mountain UK Ltd.

1.3 The balance of the rental amount is payable 5 weeks before the start of the rental period. Chillout Mountain will inform you of the date final payment is due on your confirmation invoice. If the balance payment is not successfully processed two weeks after the due date, we reserve the right to give notice in writing that the reservation is cancelled and the original deposit will not be refunded. Reservations made within 6 weeks of the start of the rental period require full payment at the time of the booking.

1.4 A security deposit of £300 is required for self-catered rental periods in case of, for example, additional cleaning and/or damage to the property or its contents. The security deposit needs to be sent with final payment and will be refunded 48 hours after departure, once Chillout Mountain has checked the property and its contents.

1.5 Payments for bookings must be made in one lump sum by the group leader and not in multiple payments by individuals.

1.6 The rental period shall commence at 4pm on the first day and finish at 10am on the last day. Chillout Mountain shall not be obliged to offer the accommodation before the time stated and the client shall not be entitled to remain in the accommodation after the time stated.

1.7 The maximum number to reside in the Property must not exceed the number stated on our website unless we give written permission.

CANCELLATION POLICY – Covid Risk Free Full Refund

2. Exceptional Circumstances Covid-19 Cancellation Policy

Whilst there remains a Covid 19 pandemic and a risk of travel disruption, Chillout Mountain have devised a risk free booking and cancellation policy. These terms are only valid if your holiday is disrupted by circumstances related to the Covid 19 pandemic.

2.1 Booking Deposit Terms:

• If the Client is unable to take the holiday due to the French or International borders being closed, OR the resort being closed by the French government or local authorities as a result of a Covid 19 outbreak OR quarantine being introduced by any European country and the client being unable to abide by this, then this 25% deposit can be rolled over to another future booking taken within 18 months.

• If the Client does not want to postpone the booking, then the 25% booking deposit will only be refunded in full in the event that Chillout Mountain is able to re-sell the property (for the same dates) to another group should the resort remain open OR if the Client does not want to postpone the booking, and we are unable to resell the property then Chillout Mountain will retain £150 as an administrative fee.

2.2 After Final Balance Payment:

• Should the above Covid related situation occur, after the final balance has been paid, then Chillout Mountain will guarantee a full refund of the final balance monies whilst retaining the original booking deposit , plus any additional expenses already incurred by Chillout Mountain in the provision of the holiday (for example catering expenses). (see point 2.1).

3. Cancellation Policy (Non Covid related )

Our normal cancellation policy in non Covid circumstances is as follows:

• The initial booking deposit is 25% of the cost of the holiday.

• The full balance is due 8 weeks prior to arrival.

• If cancellation occurs by the client before the final balance is paid, then Chillout Mountain will only refund the 25% deposit if we can resell the holiday dates.

• If cancellation occurs by the client after the final balance has been paid then Chillout Mountain reserves the right to retain the monies or offer a voucher for future use within 18 months.

4. Force Majeure Policy, Liability and Travel Insurance

Chillout Mountain shall not be liable to the Client:

• For any temporary defect or stoppage in the supply of public services to the Property, nor in respect of any equipment, machinery or appliance in the Property or garden.

• For any loss, refund, damage or injury which is the result of adverse weather conditions, war, strikes, fire, natural or nuclear disaster, closure of ports and airports or any other events beyond the control of Chillout Mountain which result in Chillout Mountain failing to deliver its obligations.

• For any loss, damage, or inconvenience caused to or suffered by the Client if the Property shall be destroyed or substantially damaged before the start of the rental period and in such an event.

• For any personal limitation or circumstances which prevents them travelling or taking their holiday.

The Client is strongly recommended to arrange a comprehensive travel insurance policy (including standard cancellation cover and pandemic cover covering all aspects of being unable to travel or contracting the illness while on holiday) and to have full cover for the party’s personal belongings, public liability and medical expenses. By submitting our booking form, you and your party are confirming to us that you have (or will have full cover) before arriving for your holiday. In the event that you fail to obtain suitable Travel Insurance we shall not be liable for any costs incurred or claims made against us due to your failure to comply with this condition.

5. Damages and Additional Cleaning

In the event of any damage occurring at the property Chillout Mountain will reserve the right to deduct the appropriate costs from the clients security deposit in order to complete full repairs or replacements.

If the property requires additional cleaning at the end of the clients stay, costs will be deducted from the security deposit.

If any damage or additional cleaning costs exceed the £300 security deposit then the client will be held responsible for meeting the final costs of repair or replacement.

6. Hot Tubs

Guests using hot tubs do so at their own risk.

Special care must be taken around hot tubs when getting into and out of them when conditions are icy or snowy under foot.

Children under 12 must not be allowed to use the Hot tub unsupervised.

Chillout Mountain reserve the right to close the hot tub at anytime due to chemical inbalance, damage, breakdown, or unsafe conditions. Prior notice is not necessary and compensation will not be given.

7. Fires and Wood Burning Stoves

Care must be taken at all times when using the fires. Chalets are predominantly constructed of wood and even small sparks can cause severe damage.

Fires must never be overloaded with wood, left unattended or allowed to burn out of control.

Wood burning stoves with doors must always be kept shut when in use and at no time should their surfaces be used to dry clothes on.

Chillout Mountain does not accept any responsibility to any damage to guests, guests clothing or property due to misuse of the fire. If any of the chalets furniture or flooring is damaged by sparks or embers, then clients will be responsible for the repair costs.

Smoking is not allowed in the property at any time.

8. Security

Clients are responsible for maintaining security at the property and must not leave windows and doors open whilst out of the chalet.
Chillout Mountain will not be held responsible for any loss of possessions, due to negligent security by the clients.

9. Terms of Contract

All information on the Chillout Mountain website is provided in good faith and believed to be correct at the time of writing. In the event of any conflict between the client and Chillout Mountain the T & C’s will prevail.
This contract shall be governed by English law in every particular including formation and interpretation, and shall be deemed to have been made in England. Any proceedings arising in connection with this contract may be brought in any court of competent jurisdiction in England.

10. Privacy Policy

We have always managed your data responsibly and that is never going to change. Chillout Mountain does not disclose Clients’ information to third parties other than when details are processed as part of the booking fulfilment i.e Transfers, Ski Hire, Ski Passes etc.

Company Registration: 07812883  •  Updated as of 16th December 2021

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