Booking Terms and Conditions

This page outlines the terms and conditions that constitute a contract between Stainsborough Hall Ltd. and people and organisations making reservations with Stainsborough Hall Ltd at all of our properties.

Our terms and conditions were updated on 27th July 2025, although reservations made before this date are subject to the terms and conditions in place at the time of booking. Older versions of the T&Cs are available on request.

In these terms and conditions “You” or “Your” means the person named on the booking as the lead guest. “We” or “Us” means Stainsborough Hall Ltd. (Company number 10664577), whose registered address is Stainsborough Hall, Stainsboro Lane, Hopton, Wirksworth, Matlock, Derbyshire, DE4 4PU, UK.

Please read these terms and conditions carefully before making a booking.

Your contract with us begins when we receive a payment from you to secure your booking, and it is reasonably assumed that you will have read and agreed to all terms and conditions when you make the initial payment.

The person making the booking must be one of the guests and this contract binds you and all the members of your party. It is your responsibility to ensure that members of your party accept the terms and conditions set out in this contract document.

Failure to disclose all relevant information or to comply with these terms and conditions may lead to termination of the contract and loss of the booking.

Prices, Payments and Extras

ACCOMMODATION PRICING

We reserve the right to regularly review and amend the prices we charge for our properties based on a range of factors at any time.
Once a reservation has been confirmed and the deposit payment has been made the price of your stay will not change.
All prices given include utilities, linen, towels, and cleaning before and after your stay.
All prices include VAT.

PAYMENTS

Reservation fees comprise the Accommodation fee and include VAT.
The following payment schedule applies to all bookings:
- An initial deposit of 5% to secure the reservation.
- Payment 2: 25% of the reservation price is due 6 months before arrival.
- Payment 3: The remaining balance is due 84 days prior to your arrival.
Where bookings are made for properties that are less six months or 84 days prior to arrival the payment schedule will be amended to include all outstanding payments.
You will receive email reminders for you to make the stage payments.
We accept Visa and Mastercard, but not Amercian Express.

DAMAGE

We hold a damage deposit of £1,000 for reservations in the Main House, Stainsborough Hall All Cottage group bookings, Holly House and All Cottage bookings at Standlow Farm and £100 for all individual cottages. This is to cover an incidental damage that may occur whilst staying at the property.
This includes, but is not limited to:
- Lost keys
- Damage to the furniture and contents
- Lost towels.
- Excessively stained bedding and towels (for example wine stains, sickness, make up or fake tan).
- Items removed from the property (for example batteries from the remote control, pillows, dishes etc. )
- Excessively untidy properties that take longer to clean than we would normally take.
- Non-declaration of chargeable extras - for example, undeclared dogs, day guests, etc.
- Smoking indoors or leaving discarded cigarette butts.
- Failure to pick-up dog poo which then requires a member of staff to do it.
- Setting off fire extinguishers or activating the monitored fire alarms.

Damage deposits are pre-authorised against your credit card two days before you are due to arrive and released within five working days after check out. Where we have to withhold any portion of the damage deposit, you will be contacted in advance within three working days of check-out.

ADDITIONAL CHARGES

Early check-ins are not offered nor accepted.
Late check-outs are offered (subject to availability) for an additional cost of £50 per hour, per cottage, and £100 per hour (in the Hall, Highview Grange and Holly House) up to a maximum of two hours late.
The pet fee is £30 per pet per stay in properties where dogs are accepted.
Hot Tubs and swim spa fees apply and these are detailed on the booking page. Without payment, they will be locked and not available for use.

Cancellations and Reservation Amendments

CANCELLATIONS

Once you have made a booking there is a 48 hour cooling-off period in which you can cancel with a full refund, except for a 5% of the amount paid to cover administrative costs.
FULL payment is required 12 weeks (84 days) before arrival or when booking if arrival is less than 12 weeks from the time of booking.
We reserve the right to cancel reservations where full payment is not received 12 weeks before arrival, without any refund of monies paid up to that point.
In the event of cancellation, you must notify us as soon as possible in writing (or via email).
All payments made to Stainsborough Hall Ltd. are non-refundable. Whenever, you cancel the reservation, there will be no-refund of money paid to us up to that point.
However, Stainsborough Hall Ltd. will make every attempt possible to replace your reservation with a new booking as soon as we receive a cancellation. Where the property can be re-let, we will refund a pro rata the money you have paid to us for the dates that are re-booked, minus a 10% deduction to cover administration and re-letting costs. Any refund or part refund may not be processed until after the holiday end date. If the property is not re-let, then the above policy will be in place.

WE STRONGLY RECOMMEND THAT ALL GUESTS TAKE OUT HOLIDAY INSURANCE TO COVER CANCELLATIONS.

RESERVATION AMENDMENTS BY YOU

If you want to change any detail of your confirmed booking you must let us know as soon as possible. We will do our best to accommodate your request, but we cannot guarantee that we will be able to meet all requests for changes.
For changes request more than 12 weeks before arrival:
- Where we can accommodate the requested change - you must pay any price difference between your original reservation and the new dates when the balance payment is due. If the cost is lower, the balance payment will be adjusted accordingly.
- If we are unable to agree on new dates with you - your booking will be considered cancelled and the cancellation policy will apply.
For changes to reservations requested on or less than 12 weeks before arrival:
- We will provide a booking amendment only when we are able to re-sell your original reservation dates. In this circumstance we will provide you with new dates (subject to availability) for your approval and you must pay any price difference between your original reservation to secure the new dates. If the cost is lower you will receive a refund.
- If we are unable to re-sell your dates, we will have to consider your reservation cancelled and refunds will be provided according to the terms of our cancellation policy.

RESERVATION AMENDMENTS BY US

We try not to make any amendments to your reservation. However, in the unlikely event that we have to, in the first instance you will be offered alternative accommodation or alternative dates. However, if none of these are suitable for your group you will receive a full refund of the reservation price. We will not be responsible for any other costs associated with your reservation.

Booking Rules

The following booking rules apply to all properties owned and operated by Stainsborough Hall Ltd.

Reservations are accepted up to two-years in advance on most properties.
The person booking the property has to be one of the guests.
Properties can not be booked by anyone under the age of 21.
Hen and Stag parties are accepted at either Stainsborough Hall Main House, Stainsborough Hall All Cottage group bookings (It’s not possible to book just one or two cottages for this type of event), Standlow Farm and Holly House. Hen and Stag parties are not accepted in July and August at any property.
Bookings for weddings and wedding receptions are accepted at Holly House and Standlow Farm but NOT at Stainsborough Hall (The Hall and Cottages) nor The Old Post Office.
Bookings for 18th and 21st birthday parties are not accepted at any of our properties.

House Rules

The following house rules apply to all reservations and all guests staying at properties owned and managed by Stainsborough Hall Ltd. They are intended to preserve the quality of our accommodation, to make sure that everyone can enjoy their holiday safely, and to make sure that our neighbours (both human and animal) and other guests are not disturbed.

We reserve the right to terminate your booking immediately and to ask you to leave, without any refund if you break any of these house rules during your stay.

QUIET TIME

Our properties are not intended for boisterous parties. Quiet time is from 12 am to 8 am.

NOISE MANAGEMENT

While our properties are quite isolated, we do have neighbours and while they may not appear to be close, noise does carry and we are therefore very mindful of the fact that regular noisy parties does impact their quality of life. Therefore, we have developed the following approach to managing noise at all of our properties. (For noise management around weddings, please request our wedding guide as we do manage these differently).

No music can be played outside at any time of the day or night.
We do not allow DJs (amateur nor professional) at our properties.
Amplified music is permitted indoors until midnight, but windows and doors must be kept closed.

We do have noise monitors at all properties. They do not report what the noise is, just the level of noise and they are set as follows:

Indoor noise - 100 decibels (8 am to 12am) and 50 decibels during quiet time (12 am to 8 am)

Outdoor noise - 75 decibels (8 am to 12am) and 50 decibels during quiet time (12 am to 8 am)

Please note - 100 decibels is equivalent to music and general atmosphere in a nightclub. 75 decibels is equivalent to the general hum of an open office environment.

In the event that you exceed these noise levels you will receive a text message in the first instance. At this stage, we recommend that you turn down the noise! If the noise persists you’ll receive two more notifications. If after three notifications you have not lowered the noise levels below the above levels, our security company will pay you a visit. The cost of one of these visits is £70 and we will pass this charge on. If after this you still don’t lower the noise level, you will be asked to leave.

MAXIMUM OCCUPANCY

The maximum occupancy of each property is per the published number on the website.
Only those people listed by name on the pre-check-in questionnaire can occupy the property.
We do not permit the use of additional camp beds in the accommodation.
Camping and/or caravanning is not permitted on our grounds.

CARS, PARKING AND TRAVEL TO THE ACCOMMODATION

We have allocated car parking spaces at a rate of one per bedroom, therefore the number of cars you can bring with you is determined by the size of the property booked.
Please do not bring more cars than allocated - we do not have space for more vehicles and we will have to ask you to remove additional cars.
Buses can not be used for group transport due to the nature of the roads around us. Please only book minibuses to transport you and your guests.
We are not able to offer to transport guests due to our insurance, please arrange taxis (numbers are available).

VISITORS AND GUESTS THAT ARE NOT STAYING

Our properties are intended to be enjoyed by the people that have booked to stay there. Generally we don’t encourage additional visitors as we don’t have the facilities to accommodate them. However, talk to us - we may be able to accommodate the odd visitor here and there.
If you are booking a specific-event with us - we will discuss maximum allowable guests and the costs associated with additional guests that aren’t staying.

EXTERNAL SUPPLIERS AND SERVICES

We do not permit the hiring or use of hot tubs, speaker systems, discos, or other such entertainment systems.
There may be times when you want to engage a third-party supplier such as (but not limited to) caterers, dog sitters, yoga teachers, tennis coaches, food vans, wine tasting sessions, beauticians etc. to provide services to you and your group while staying with us. The following terms and conditions are in place regarding outside suppliers:
Before engaging a third-party supplier, you must ask for permission. In the process of granting permission we will ask for information such as full details of the service, the business providing the service, and we’ll ask for copies of their public liability insurance, along with any other information required by our insurance company.
We will try to accommodate all requests, but we can not approve any company or individual that does not have public liability insurance nor if the activity is on our insurance company’s ‘hazardous activity list’.
Hazardous activities include (but are not limited to) bouncy castles/ inflatables, firework displays, horse riding, archery, clay pigeon shooting. Any requests for these activities will automatically be forwarded to our Insurance company for approval and consent will only be granted with their agreement. The Insurance company’s decision will be final.
Please do not engage a third-party before you have approval as we will not be liable for any costs associated with you having to cancel their services.
We may impose additional costs depending on the activities of your third-party provider and their use of our facilities.
Where we provide recommendations for third-party providers, based on our own experience of feedback from other guests, we shall not be liable for the failure of a particular service provider to properly perform the relevant services - this being a matter between you and the relevant third-party provider. Providing such a recommendation/suggestion does not remove the requirement to seek consent to use them.
We do not engage third-party suppliers on behalf of guests. All contracts should be made directly between the guest and the supplier.
Failure to notify us of a third-party supplier activity on the Stainsborough Hall Estate will result in the supplier being asked to leave the premises immediately. We will not be liable for any fees or costs associated with the supplier being asked to leave.
Stainsborough Hall Ltd. is not liable for any accident or injury occurring at the premises, save where the accident or injury is as a result of the negligence or wilful misconduct of Stainsborough Hall Ltd.

TEMPORARY STRUCTURES

It is not possible to erect marquees, tipis, gazebos, tents or other temporary structures at Stainsborough Hall, Holly House or The Old Post Office.
Marquees and other such structures are accepted at Standlow Farm. Where these structures are erected your booking must include all cottages on the site and include the set-up and take down time. A generator and toilet block must also be hired for such events where the number of people attending the event will exceed the maximum occupancy of all cottages.

ANTISOCIAL BEHAVIOUR

Our properties are generally in peaceful countryside locations. Please be respectful of the peace and quiet that attracts people to live and visit these areas and please don't drop litter in the areas surrounding the property.
The use of illegal substances is strictly prohibited and where we suspect this behaviour the Police will be called.

SIGNAGE AND DECORATION

Furniture must not be moved from its original position.
Nothing should be stuck to the walls, windows, doors, or any part of the internal or external structure. This includes, but is not limited to, balloons, banners, posters, photos etc..
Glitter, confetti, rice, nor any other such decorative substance is not to be used either inside or outside any of the buildings.
Signage can not be added to the drive, road, nor surrounding areas.

FIRE-RELATED HAZARDS

The use of candles or any other item where a naked flame is used is strictly prohibited.
Fires, fireworks, and Chinese Lanterns are not permitted at any time.
Smoking and vaping are not permitted inside the properties.
Smoking is permitted outside as long as you step away from any open doors or windows, and the smoke is not affecting other guests
Stubs must be disposed of responsibly.

PETS

Dogs are welcome in the cottages at Stainsborough Hall, the Old Post Office and the cottages at Standlow Farm. We don’t accept dogs at Holly House or in the main house at Stainsborough Hall.
No other domestic pets are accepted in any property.
Assistance dogs are permitted at our properties, however, please notify us at the time of booking that you will be bringing an assistance dog with you.

Additional Terms

DAMAGE TO BUILDING AND CONTENTS

In making a booking you accept responsibility for any theft, breakage or damage caused by you or any member of your party to our buildings and/or property, and agree to indemnify us in full for any loss that we may incur as a result.

You will be responsible for the cost of any accidental damage to property, contents or buildings up to £500.

You will be responsible for 100% of the costs of any non-accidental damage that you or your group cause to the property or its contents.

Please treat the facilities and accommodation with due care so that other guests may continue to enjoy them. In the event that you notice damage in your accommodation please let us know immediately so that we can take appropriate action. If there have been breakages during your stay, we would be grateful if you can either replace them or let us know.

The accommodation is inspected and photos taken before every arrival and after every departure.

COMPLAINTS PROCEDURE

Any problem or complaint, concerning any aspect of our service or the accommodation, must be reported to us as soon as it happens and we will endeavour to put it right.

We will not consider any complaints not reported to us at the time and only reported after you have left.

OUR RIGHTS OF ACCESS

Under normal circumstances, nobody from Stainsborough Hall Ltd. will access your property - unless invited to do so - during your stay.

If your stay with us lasts more than seven days we do provide a service clean. Our staff will need to access the accommodation in order to perform this, but we will agree on a time for this service in advance.

We and/or contractors may need to access the property you are staying in if there is an unforeseen problem. If this happens, we will do our best to let you know in advance of the date and time that we will need access.

If we do need to access your accommodation for any reason we will always try to access the property at a reasonable, convenient time (other than in an emergency).

OUR RIGHT TO EVICT

We may terminate our contract with you and ask you to leave your accommodation immediately and without refund or compensation in the following circumstances. If:

It is deemed that you or your party have committed a serious breach of these Terms and Conditions.

We believe that you or your party’s behaviour endanger the safety of our other guests or staff.

We receive any complaints of anti-social or unacceptable behaviour against you or your party.

We believe that you or your party are causing an unreasonable amount of damage to the property or contents.

The maximum occupancy limit for your accommodation is exceeded.

OUR LIABILITY

We will not accept responsibility for any accidents, injuries or illnesses that occur while on the premises or while using the facilities at properties owned and/or operated by Stainsborough Hall Ltd.

Stainsborough Hall Ltd. does not accept responsibility for the loss of personal belongings or valuables of the guest.

By making this reservation, all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invited to use the premises.

EVENTS BEYOND OUR CONTROL (Force Majeure)

We will not be liable for, nor provide a refund or compensation, for any failure or delay in performing our obligations where that failure or delay results from any cause that is beyond our reasonable control. Such causes include, but are not limited to: power failure, internet service provider failure, strikes, lock-outs or other industrial action by third parties, riots and other civil unrest, fire, explosion, flood, storms, earthquakes, subsidence, acts of terroism (threatened or actual), acts of war (declared, undeclared, threatened, actual or preparations for war), epidemic/pandemic or natural disaster, or any other event that is beyond our reasonable control.

LOST PROPERTY

If you leave any of your possessions behind please contact us as soon as possible. We reserve the right to charge you for any storage and delivery costs that we incur in relation to your lost property. We will hold all lost property for six months, after which it will be disposed of.

We will not be liable for possessions that you believe have been left behind but which we can't find.

GOVERNING LAW

These terms and conditions are governed by English Law. You and we both agree to submit to the non-exclusive jurisdiction of the English courts.

We reserve the right to amend our terms and conditions from time to time. When terms and conditions are updated, the terms agreed at the time of your reservation will be enforced.

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Updated Version 10 - 21 July 2025