Booking Terms & Conditions | Book Confidently Today

WEST BAY RETREATS

BOOKING TERMS & CONDITIONS

Coastal Stays Ltd trading as West Bay Retreats

Effective from: July 2026

These Booking Terms & Conditions (“Terms”) apply to bookings made directly with Coastal Stays Ltd, trading as West Bay Retreats (“West Bay Retreats”, “we”, “us” or “our”).

Please read these Terms carefully before making a booking.

By submitting a booking and accepting these Terms, the Lead Guest confirms that they have read, understood and agreed to them on behalf of themselves and all members of their party.

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1. THE CONTRACT

Your booking contract is with:

Coastal Stays Ltd

Trading as: West Bay Retreats

Company Number: 17392712

Registered Office:

Suite 2,

Unit 2 Bradburys Court

Lyon Road

Harrow, Middlesex

HA1 2BY

Email: enquiries@westbayretreats.co.uk

The holiday accommodations are situated in West Bay, Dorset, DT6 4HE.

A booking becomes confirmed when:

1. We have accepted your booking;

2. You have accepted these Booking Terms & Conditions; and

3. We have received the required deposit or full payment.

You will then receive written or electronic confirmation of your booking.

Please check your booking confirmation carefully and notify us promptly if any information is incorrect.

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1. LEAD GUEST

The person making the booking (“Lead Guest”) must be at least 18 years of age.

The Lead Guest is responsible for:

* Providing accurate booking information;

* Making all payments due;

* Ensuring all members of the party are aware of and comply with these Terms;

* The conduct of all guests included within the booking; and

* Communicating relevant information from West Bay Retreats to the other guests.

The Lead Guest must be one of the guests staying at the property unless we have expressly agreed otherwise in writing.

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1. OCCUPANCY

The maximum permitted occupancy of the property is six guests.

The number of guests staying must not exceed the number declared when booking or the property’s maximum occupancy.

Only guests named or otherwise properly included within the booking may stay overnight at the property.

Additional overnight guests are not permitted without our prior written agreement.

The property must not be used for:

* Parties;

* Events;

* Commercial activities;

* Large gatherings; or

* Any illegal or inappropriate purpose.

We reserve the right to take reasonable action where the permitted occupancy is exceeded or the property is being used in serious breach of these Terms.

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1. BOOKING PRICE

The price shown at the time of booking will specify the accommodation charge and any additional mandatory charges.

The total price payable will be confirmed before you complete your booking.

Unless otherwise stated, the booking price includes:

* Accommodation for the agreed period;

* Wi-Fi;

* Normal domestic use of utilities;

* Parking for one vehicle where applicable; and

* Any other items specifically identified in your booking confirmation.

Optional extras will be clearly identified and charged separately where applicable.

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1. DEPOSIT AND PAYMENT

Unless otherwise stated during the booking process:

Bookings made more than 30 days before arrival

A deposit of 50% of the total booking price is payable when booking.

The remaining balance must be paid no later than 30 days before the arrival date.

Bookings made within 30 days of arrival

The full booking price is payable immediately.

The precise amounts and payment dates will be shown on your booking confirmation.

We may send a reminder before the balance becomes due; however, responsibility for making payment by the due date remains with the Lead Guest.

If the balance is not received by the due date, we may contact you and provide a reasonable opportunity to make payment.

If payment remains outstanding, we may treat the booking as cancelled by you and the applicable cancellation provisions may apply.

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1. SECURITY / DAMAGE DEPOSIT

We may require a refundable security deposit or payment-card pre-authorisation as security against:

* Damage beyond reasonable wear and tear;

* Missing items;

* Exceptional additional cleaning;

* Replacement of lost keys;

* Unauthorised guests;

* Serious breaches of the house rules; or

* Other losses reasonably attributable to the booking party.

The amount and method will be disclosed before or as part of the booking process.

Where deductions are made, we will provide reasonable details of the reason and amount.

The Lead Guest should notify us promptly of any accidental damage occurring during the stay.

We recognise that accidents can happen and ask guests to tell us as soon as reasonably possible so that problems can be addressed.

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1. CANCELLATION BY THE GUEST

If you need to cancel your booking, you must notify West Bay Retreats in writing by email.

The date on which we receive your written cancellation will determine any refund due.

Unless different cancellation terms were expressly disclosed and agreed when booking, the following applies:

More than 30 days before arrival

Any amounts paid will be refunded, less the booking deposit.

Between 0-30 days before arrival

50% of the total accommodation price will remain payable. Any amount paid above this will be refunded.

28 days or fewer before arrival

100% of the total booking price will remain payable and no refund will normally be due.

If we are able to re-let the property for all or part of the cancelled period, we may, at our discretion, provide an additional refund taking into account the replacement booking income received and any reasonable costs incurred.

We will not retain more than is reasonably justified in the circumstances.

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1. HOLIDAY INSURANCE

We strongly recommend that guests obtain appropriate holiday/travel insurance when making their booking.

Suitable insurance may provide protection for circumstances including:

* Illness or injury;

* Family emergencies;

* Travel disruption;

* Severe weather;

* Cancellation;

* Personal belongings; and

* Other unforeseen circumstances.

A decision not to obtain suitable insurance does not alter the cancellation terms applicable to your booking.

Guests are responsible for ensuring that any insurance purchased is appropriate for their individual circumstances.

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1. CHANGES TO YOUR BOOKING

If you wish to change the dates or other significant details of your booking, please contact us as soon as possible.

We will make reasonable efforts to accommodate requests but cannot guarantee that changes will be possible.

Any change is subject to:

* Availability;

* Any difference in accommodation price; and

* Any reasonable additional costs resulting from the requested change.

A change will only be confirmed once agreed by us in writing.

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1. CANCELLATION OR SIGNIFICANT CHANGE BY US

In the unlikely event that we have to cancel your booking because the property becomes unavailable for reasons within our control, we will offer you, where reasonably possible:

* Alternative dates; or

* A refund of the amounts you have paid to us for the affected accommodation.

We will communicate with you as soon as reasonably possible.

Nothing in these Terms excludes or limits any rights or remedies you have under applicable consumer law.

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1. EVENTS BEYOND OUR REASONABLE CONTROL

Events may occasionally occur that are outside our reasonable control.

These could include, for example:

* Severe weather or flooding;

* Significant coastal incidents;

* Fire;

* Failure of essential public utilities;

* Government restrictions;

* Serious public health emergencies;

* Civil emergencies; or

* Other exceptional events which could not reasonably have been prevented.

Where such an event affects your booking, we will communicate with you and take reasonable steps to minimise the impact.

Your statutory rights are not affected.

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1. ARRIVAL AND DEPARTURE

Unless otherwise stated in your booking confirmation:

Check-in: from [TIME] on the day of arrival

Check-out: by [TIME] on the day of departure

These times allow sufficient time for cleaning, inspection and preparation between guests.

Please do not arrive early or depart late unless agreed with us beforehand.

Check-in instructions and access details will normally be provided before arrival once all required payments and booking requirements have been completed.

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1. PARKING

Parking is available for one car in the unallocated parking area behind the property, subject to the applicable parking arrangements.

Guests must park responsibly and must not obstruct access, neighbouring properties or other vehicles.

Parking is at the vehicle owner’s risk.

West Bay Retreats does not accept responsibility for loss of or damage to vehicles or belongings left inside them except where caused by our negligence or where liability cannot legally be excluded.

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1. CARE OF THE PROPERTY

Guests are expected to treat the property, its contents, fixtures and fittings with reasonable care.

Please:

* Leave the property in a reasonably clean and tidy condition;

* Use appliances and equipment appropriately;

* Report damage or faults promptly;

* Avoid moving furniture unnecessarily;

* Secure doors and windows when leaving the property; and

* Follow reasonable instructions provided within the property.

Guests are not expected to pay for reasonable wear and tear.

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1. CLEANING

The property will be professionally prepared before your arrival.

Guests are not expected to undertake a full clean before departure but should leave the accommodation in a reasonable condition.

We reserve the right to recover reasonable additional cleaning costs where the property is left in an exceptionally dirty or inappropriate condition beyond normal holiday use.

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1. SMOKING AND VAPING

Smoking and vaping are not permitted inside the property.

Guests smoking outside must dispose of cigarettes responsibly and must not cause nuisance or damage.

Reasonable costs incurred as a direct result of smoking or vaping inside the property may be charged to the Lead Guest.

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1. PETS

[SELECT BEFORE PUBLICATION]

Pets are not permitted unless expressly agreed when booking.

A maximum of [NUMBER] well-behaved dog(s) may be accepted subject to prior agreement and any applicable pet charge and house rules.

Assistance dogs will be accommodated in accordance with applicable law.

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1. CHILDREN

Children are welcome but remain the responsibility of their parent, guardian or responsible adult at all times.

Particular care should be taken around:

* The sea and beach;

* Roads;

* Outdoor areas;

* Bunk beds;

* Windows and doors; and

* The surrounding coastal environment.

Guests are responsible for determining whether the accommodation and surrounding environment are suitable for their children.

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1. BEACH, SEA AND COASTAL LOCATION

The property occupies a coastal location close to the beach and Jurassic Coast.

The natural coastal environment can present hazards including:

* Changing tides;

* Waves and currents;

* Slippery surfaces;

* Uneven terrain;

* Cliff edges;

* Cliff falls and rockfalls; and

* Changing weather conditions.

Guests should observe official signs, warnings and safety information and should not stand, sit or walk immediately beneath unstable cliffs.

Parents and guardians should supervise children appropriately.

Nothing in this section excludes liability which cannot lawfully be excluded.

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1. GARDENS, OUTDOOR AND COMMUNAL AREAS

Guests may have use of private and/or communal outdoor areas associated with the property.

Communal areas must be used considerately and must not be obstructed.

Children should be appropriately supervised.

Please respect neighbours and other residents when using outdoor spaces, particularly during the evening and early morning.

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1. NOISE AND NEIGHBOURS

The property is situated within a community and guests must behave considerately towards neighbours and other visitors.

Excessive noise, antisocial behaviour, parties and disturbances are not permitted.

We ask guests to keep noise to a reasonable level, particularly between 10:00pm and 8:00am.

Serious or repeated antisocial behaviour may result in action being taken to protect the property, neighbours and other residents.

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1. WI-FI AND INTERNET

Complimentary Wi-Fi is provided for reasonable guest use.

Internet speeds and availability may occasionally be affected by factors outside our control.

Guests must not use the internet connection for illegal purposes or to access, distribute or download unlawful material.

We cannot guarantee uninterrupted internet availability.

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1. PERSONAL BELONGINGS

Guests are responsible for their personal possessions during their stay.

Please ensure the property is secured when unattended.

We are not responsible for loss, theft or damage to guests’ belongings except where caused by our negligence or where liability cannot legally be excluded.

Guests should ensure valuable items are appropriately insured.

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1. ACCESS TO THE PROPERTY

We respect guests’ privacy and will not normally enter the property during a stay.

However, we or our authorised representatives may require reasonable access:

* In an emergency;

* To investigate or undertake urgent repairs;

* Where there is a reasonable concern about safety or significant property damage; or

* For another legitimate and necessary purpose.

Where practicable, reasonable notice will be provided.

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1. MAINTENANCE AND EQUIPMENT FAILURE

We make reasonable efforts to ensure that appliances, equipment, utilities and facilities are working correctly.

If a problem occurs during your stay, please notify us promptly so that we have a reasonable opportunity to investigate and rectify it.

We cannot guarantee that every fault can be repaired immediately, particularly where specialist parts or contractors are required.

This does not affect your statutory rights.

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1. PROPERTY DESCRIPTION AND PHOTOGRAPHS

We make reasonable efforts to ensure descriptions, photographs and information concerning the property are accurate.

Minor changes to furniture, decoration, equipment or other non-material features may occur from time to time.

Photographs are illustrative of the accommodation and its surroundings at the time they were taken.

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1. COMPLAINTS

If you experience a problem during your stay, please contact us as soon as reasonably possible.

Giving us the opportunity to investigate while you are at the property will often allow us to resolve the matter quickly.

If the matter is not resolved during your stay, please submit your complaint in writing to: enquiries@westbayretreats.co.uk

We will acknowledge and investigate complaints within a reasonable period.

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1. LIABILITY

Nothing in these Terms excludes or limits our liability where it would be unlawful to do so, including liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation.

Subject to applicable law, guests remain responsible for their own actions and for taking reasonable care during their stay.

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1. DATA PROTECTION

Personal information supplied in connection with your booking will be processed in accordance with our Privacy Policy.

Our website may also use cookies and similar technologies in accordance with our Cookie Policy.

Both policies are available through the West Bay Retreats website.

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1. THIRD-PARTY BOOKINGS

Where the property is booked through Airbnb, Booking.com or another third-party platform, additional or alternative terms imposed by that platform may apply.

Where there is an inconsistency concerning matters administered directly by the booking platform, the applicable platform terms may take precedence to the extent required by that booking arrangement.

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1. WEBSITE AND DIRECT BOOKINGS

For direct website bookings, guests will be required to actively confirm that they have read and accepted these Booking Terms & Conditions before completing the booking.

A copy or accessible version of these Terms should be available to the guest at the time of booking.

We recommend that guests retain their booking confirmation and a copy of the Terms applicable when their booking was made.

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1. CHANGES TO THESE TERMS

We may update these Terms from time to time.

The Terms applicable to a confirmed booking will generally be those provided or made available when that booking was completed, except where a change is required by law or expressly agreed with the guest.

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1. GOVERNING LAW

These Terms and any dispute or claim arising from them are governed by the laws of England and Wales.

Guests who are consumers retain any mandatory rights they may have regarding where legal proceedings can be brought.

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1. CONTACT DETAILS

Coastal Stays Ltd

Trading as West Bay Retreats

Company Number:

17392712