Cancellation Policy

We understand that plans can change, and we aim to be as fair and transparent as possible about what happens in the event that you need to cancel a booking. This policy forms part of our Booking Terms and Conditions and should be read alongside them.

1. Guest Cancellation

If you need to cancel a confirmed booking, you must notify us in writing as soon as possible (see Section 2 below for how to do this). The date of cancellation is the date on which we receive your written notice.

The following refund schedule applies. Note that the 25% booking deposit is non-refundable in all cases.

For example: if you cancel more than 4 weeks before arrival, we will refund 75% of the total booking value and retain the 25% non-refundable deposit. If you cancel between 2 and 4 weeks before arrival, we will refund 50% of the total booking value paid, retaining the remainder.

Refunds will be processed to the original payment method within 10 working days of the cancellation notice being received and confirmed.

2. How to Cancel

All cancellation requests must be submitted in writing by email to [email protected]. Please include your booking reference number, the property name, and your arrival date. Cancellations requested by telephone cannot be accepted; we require a written record for our records and to protect both parties.

We will acknowledge your cancellation request within 2 working days and confirm the refund amount applicable. The date of cancellation is the date on which we receive your email, not the date of our acknowledgement.

3. We Strongly Recommend Holiday Insurance

We strongly recommend that all guests take out comprehensive holiday or travel insurance at the time of booking, not at a later date. A good policy should include:

• Cancellation cover for reasons outside your control, such as illness, bereavement, or redundancy.
• Curtailment cover if you need to end your stay early.
• Cover for medical expenses and personal injury.
• Cover for loss, theft, or damage to personal possessions.

Holiday insurance is widely available and often inexpensive relative to the cost of a booking. We are not able to recommend specific insurers, but you can search comparison websites or contact your existing insurer to ask about adding holiday cover.

Royalton Farm cannot accept liability for any financial loss a guest incurs as a result of cancellation where comprehensive holiday insurance has not been taken out.

4. Cancellation by Royalton Farm

Whilst we do everything in our power to honour confirmed bookings, there may be rare circumstances in which we are obliged to cancel a booking — for example, in the event of serious damage to a property, a fire, flooding, or other circumstances genuinely beyond our control.

If we cancel a booking:

• We will notify you as soon as we are able to do so.
• We will refund all monies paid in full within 10 working days.
• We will make every reasonable effort to help you find alternative accommodation of a similar standard and price, though we cannot guarantee this.
• Our liability will be limited to the total amount paid by you for the booking. We will not be liable for any additional costs incurred, including travel, other accommodation, or consequential losses.

We would only ever cancel a confirmed booking as a genuine last resort, and we take our obligations to our guests very seriously.

5. Changes to Bookings

5.1 Changes requested by the Guest. If you wish to change your booking dates, property, or party size, please contact us as soon as possible. We will do our best to accommodate changes subject to availability. Any price difference arising from a change will be charged or refunded accordingly.

5.2 We are not obliged to accommodate requested changes and cannot guarantee availability on alternative dates. If a requested change cannot be accommodated and you no longer wish to proceed with the original booking, the standard cancellation policy will apply.

5.3 Shortening a stay. Requests to shorten an existing booking (reducing the number of nights) are treated as a partial cancellation. The refund applicable to the cancelled nights will be calculated according to the cancellation tiers above, based on the notice given before the original arrival date.

5.4 All changes must be requested in writing and will only be confirmed once acknowledged by the Company in writing.