Enquiries: 01545 561707  -  email: info@westwales-caravans.co.uk

Agency Terms and Conditions of Rental

Reservations of accommodation accepted at privately owned caravans and lodges on this website are subject to the following terms and Conditions of Hire.

1. Contract : All bookings will form a contract between the Hirer and the caravan owner. Any questions about a specific caravan regarding transfer of dates or refunds for any reason must be directed to the owner of the caravan. As booking agents, we will facilitate your contract with the owner of the caravan and will then have no responsibility for the acts or omissions of the owner. Your booking forms a contract between you and the owner when we send you the letter of receipt for the deposit and confirmation of your booking on their behalf. We also advise in the letter of confirmation that you take out holiday, travel and cancellation insurance to cover any unforeseen circumstances.

2. Rental: Bookings for persons or groups under 21 years of age cannot be accepted. No hen or stag parties permitted.

3. Bookings / Deposits / Payments : Upon receipt of your booking form by email or telephone message, a cottage can be provisionally booked.  A part payment deposit is made  by PayPal or card, or can be paid by cheque .Bookings are not shown online until the deposit is paid. We strongly suggest that the Hirer establishes communication with the caravan owner to confirm their booking as soon as they receive the owner's contact details.

Deposit payments are non refundable, but will be held by West Wales Caravans and can be used again for a future booking within 6 months in the event of cancellation.

Balance payments are made to owners 6 weeks before the holiday or as soon as possible if a booking is made within 6 weeks of the holiday, by BACS online bank transfer or by cheque. Any late booking / payment by cheque must be made at least 14 working days before occupancy otherwise BACS payment must be made by arrangement. Bank or card payments from abroad will be subject to a 4% surcharge to cover currency conversion charges if applicable.

Security deposits - Some owners require a refundable security/cleaning deposit - this will be noted on the property details and is paid directly to the owner with the balance of payment., and is refunded by the owner at the end of the stay if there is no damage or extra cleaning required.

4. Damage / Extra cleaning: All bookings are accepted on the condition that the Caravan is left in the same state of repair, order and cleanliness both inside and outside as at the start of the holiday, should you not have time to leave the caravan as you found it, there will be an additional charge of 50. It is agreed that the person who made the booking will pay for breakage and / or damage and extra cleaning over and above the standard cleaning, if so required. All breakages should be reported to the owners and payment made by arrangement to the owners. Minor damage should be noted in writing at the termination of the stay.

5. Sleeping Capacity: The maximum number of people allowed is clearly stated on the particulars and extra persons cannot be accommodated under any circumstances.

6. Availability: The Hiring Contract is made on the understanding that the Caravan and its facilities as published on the internet will be available for the dates stated. In the unlikely event that the Caravan is not available through events arising out of the control of the agents or owners, then a booking may be cancelled. All efforts will be made to provide a suitable replacement, but this is not always possible. Cancellation insurance is advised.

Sale of a Caravan: In the rare event that an owner sells a caravan or lodge after bookings have been taken, or that caravan or lodge is re-possessed, then owners will be responsible for refunding any payments already made. It is strongly recommended that hirers have adequate holiday insurance to cover any such eventuality.

7. Occupation times: Tenancies commence after 4 pm (unless otherwise agreed), on the commencement date of the tenancy and terminate at 10.00 am on the leaving date. This is to ensure that the Caravan can be properly prepared for the subsequent guests.

8. Access to Caravan: The Caravan Owner or his/her agents shall be allowed access to the holiday accommodation at any reasonable time during any holiday occupancy.

9. Pets. If a dog or dogs are permitted, this will be clearly stated in the particulars for the caravan booked. Bringing a dog or dogs to a caravan that does not accept pets would constitute a breach of contract (see: paragraph 17). Pets should have their own bedding and must not be allowed on the furniture or in bedrooms. Dogs should not be left unattended in a caravan or on a deck under any circumstances.

Many of our caravans will allow one or two well-behaved dogs to stay, this is clearly indicated on our website. Registered assistance dogs will be allowed in caravans where the description says that pets are not allowed as this is a legal requirement. If you or any member of your party has a pet allergy, we cannot guarantee that dogs, or other pets, have not stayed in your chosen caravan, even if the owner does not allow pets, nor can we accept any responsibility for any subsequent health reaction. It is your responsibility to make specific enquiries before booking as some caravan owners may take their own pets to a property.

No dogs listed under the Dangerous Dogs Act are permitted in any caravan.

10. Linen: If bed linen is supplied, this will be clearly stated in the description for each caravan . Duvets and pillows are provided in every caravan.

11. Statutory regulations: The owners of each caravan will be responsible for complying with all applicable Statutory Regulations and Discrimination Acts affecting customers, the caravan, and its equipment,

12. Smoking: Smoking is not allowed inside any Caravan. If guests wish to smoke on the deck or in the garden area, then they should not leave cigarette litter on the premises. Smoking inside a caravan constitutes a breach of contract (see: paragraph 17).

13. Special Needs: If the Hirer has special requests or needs, the Hirer is responsible for advising West Wales Caravans at the time of booking, although West Wales Caravans cannot guarantee that any requests will be met. Failure to meet special requests will not be a breach of contract. It is your responsibility to satisfy yourself that the Caravan is completely suitable for your needs. Please note that if a particular requirement is not specified on the Website then it is not provided.

      Wi-Fi. There is limited availability of Wi-Fi within the park, a few caravan owners are currently offering Wi-Fi, but this is subject to change and must be checked with individual owners if required as it can be withdrawn subsequent to booking a caravan.

14. Barbecue: The use of a barbecue on a timber or plastic deck is not permitted unless the owner of the caravan provides a gas barbecue for the use of the Hirer.

15. Safety: While every attempt is made by owners to ensure your safety during your stay, please be aware that steps and decking can be slippery in wet or icy conditions, and that your use of the deck at this time is at your own risk.

16. Cancellation by guests more than 6 weeks before the holiday: Any deposit is not refundable, but can subsequently be used as a deposit for a future holiday  booked with West Wales Caravans or West Wales Cottages.

Cancellation by guests within 8 weeks of a holiday: If cancellation occurs for any reason within 6 weeks of the start of the holiday, the Hirer should advise West Wales Caravans immediately by telephone or e-mail followed by a confirmatory letter. Upon receipt of such letter (but without any obligation to the hirer) West Wales Caravans will attempt to obtain a replacement letting, and if such a letting is obtained, then the owner will refund to the Hirer any monies paid less the deposit - which can subsequently be used for a future booking at the same caravan if available, or any other caravan, or even a cottage on www.westwales-cottages.com.  If West Wales Caravans are unable to re-let, then the owners of the caravan shall be entitled to retain payments already made to them. We advise Hirers to arrange cancellation and holiday insurance with the insurer of their choice to cover any eventuality.

Non payment of balance: In the event of a balance of rental payments not being made by the due date, and when the Hirer makes no request for additional payment time, the holiday dates will be re-advertised. We advise hirers to arrange cancellation and holiday insurance with the insurer of their choice to cover any eventuality.

Closure of a holiday park: In the very unlikely event that a Holiday Park closes for any reason, then guests will be offered alternative dates. If this is not possible, then a full refund will be given.

17: External factors: West Wales Caravans and the caravan owners have no control over, and cannot be held liable for external factors that could possibly affect a Holiday such as severe or unexpected weather, local traffic, local events, neighbours, children playing, electricity, gas and water supply and the vagaries of television, broadband and mobile phone reception, or any financial losses incurred as a result of external factors.

18. Breach of contract: If there is a material breach of any of these conditions by the Hirer or any of their party, the Owners reserve the right to re-enter the Caravan, and / or end the letting and require the Hirer and their party to leave immediately without refund.

19.Complaints:  Every effort has been made to ensure that Hirers have an enjoyable holiday. If however, the Hirer has any cause for complaint, then they must contact the caravan owner on the day of arrival, or immediately if any problem arises during the stay so that it can be speedily resolved. The caravan owners cannot subsequently consider any complaints or enter into any correspondence about the complaint unless this procedure has been followed. If guests choose to terminate their holiday early for any reason and do not give the owners the opportunity to resolve any problems, then the owners are entitled to retain the full rental payment already made.

20. Cleaning and maintenance of the Caravan - West Wales Caravans act only as booking agents and have no responsibility for the cleaning and maintenance of each Caravan. This is entirely the responsibility of the owners and all questions regarding cleaning and maintenance should be addressed to them.

21. Data protection and Privacy: Information provided on Booking Forms will remain confidential and will not be disclosed to a third party or used for any other purpose.

22. Liability: West Wales Caravans acts as agent for the caravan owners and cannot accept any liability for any shortcomings or defects within, outside, with the contents, or other facilities ancillary to the caravan. Further West Wales Caravans cannot accept any liability for any act, or omission by the owners or anyone acting on their behalf. West Wales Caravans do not have any liability for loss or damage arising from the owners breach of contract, negligence or misrepresentation. The Hirers contract is directly with the owner (see paragraph 1)

23. Entertainment /Activities passes - Prices shown are for accommodation in the caravan only and  do not include optional charges for other park facilities. Passes can be obtained from the Quay West office following arrival - prices will vary according to dates of holiday.

24. Electric vehicles - if guests wish to charge electric vehicles from the caravan's electricity supply, then they must contact the caravan owner to arrange for any additional payment required.

Note: West Wales Caravans relies on information submitted to us by the holiday Caravan owners and we publish it in good faith. Visitors should be aware that the information may be incomplete, inaccurate or may have become out of date. Information given is for guidance only and should not be relied upon. No representation or warranty is given as to the accuracy or completeness of the information. Prices displayed may be subject to confirmation by the owner, and in the event of incorrect pricing or other incorrect or misleading information, any deposit payments made will be promptly returned to the customer.

All the information published is reviewed and approved by the holiday Caravan owner prior to publishing. In the unlikely case that you find there has been an inaccurate description of a Caravan then please contact West Wales Caravans and we will amend it.

Terms and Conditions West Wales Caravans 2012

Privacy Policy

This Privacy Policy describes how and when we collect, use and share information when you contact us, advertise with us or book a cottage or caravan holiday.
This Privacy Policy does not apply to the practices of third parties that we do not own or control to include Paypal, or any third party services you access through them. You can reference the Paypal Privacy Policies at the link below to learn more about their privacy practices.
Paypal Privacy Policy- https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

Information we collect

To complete your booking, you must provide us with certain information (which you may have authorised Paypal to provide if using their service), such as your name, email address, postal address, payment information and the details of the holiday you are booking.

Advertisers contact information is posted on our New Quay website with the full agreement of the advertisers.

Why West Wales Cottages and West Wales Caravans needs your Information and how it is used.

We rely on a number of legal bases to collect, use, and share your information including:

as needed to provide our services, such as when we use your information to complete a booking and to provide customer assistance:
Information Sharing and Disclosure

Information about our customers is important to our business. We share your personal information only with PayPal through whom deposit payments are often made, and the owners of the cottage or caravan that you are booking as you will need to contact them to complete payment, arrange arrival times and request property information.

No customer data is stored on our websites or in the cloud.

Compliance with laws.

We may collect, use retain, and share your information if we have a belief that it is reasonably necessary to: a) respond to a legal process or to government requests; b) enforce my agreements, terms and policies; c) prevent, investigate, and address fraud and other illegal activity, security, or technical issues; or d) protect the rights, property, and safety of our customers, or others.

Data Retention

We retain your personal information only for as long as necessary to provide you with our services and as described in our Privacy Policy. However, we may also be required to retain this information to comply with our legal and regulatory obligations, to resolve disputes, and to enforce any agreements. We generally keep your data for the following time period : 7 years.

Your Rights

If you reside in certain territories, including the EU, you have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases. We describe these rights below:

Access. You may have the right to access and receive a copy of the personal information we hold about you by contacting us using the contact information below.
Change, restrict, delete. You may also have rights to change, restrict our use of, or delete your personal information.
Object. You can object to a) our processing of some of your information based on our legitimate interests.
Complain. If you reside in the EU and wish to raise concern about our use of your information (and without prejudice to any other rights you may have), you have the right to do so with your local data protection authority.

How to Contact us

For purposes of EU data protection West Wales Cottages or West Wales Caravans are the data controller of your personal information, If you have any questions or concerns, you may contact us at info@westwales-cottages.com. Alternatively, you may write to us at:

Nant y Gido
New Quay
SA45 9TR