Terms & Conditions

Last updated: 10 September 2026

These terms and conditions apply to your booking of Ruthlin. They form a legal agreement between you, the person named on the booking, and us, the owners of Ruthlin. Please read them carefully before you book. By paying a deposit or booking fee, you confirm that you have read, understood and accept these terms on behalf of yourself and everyone in your party.

These terms cover both an ordinary self-catering holiday stay and, where we have agreed it in advance, hire of the whole property and grounds for a gathering or occasion. The clauses that apply only to event hire are set out separately in the section headed “Occupancy and event hire”.

1.  Definitions

In these terms, the following words have the following meanings:

• “We”, “us”, “our” and “the Owners” mean Sarah Buchanan and James Buchanan of Ruthlin Barn, Skenfrith, Monmouthshire, NP7 8UL, who own and let Ruthlin as private individuals.
• “You”, “your” and “the Guest” mean the lead guest named on the booking, who must be at least 18 years old, who makes the booking and who is responsible for the whole party.
• “Ruthlin” and “the Property” mean Ruthlin Barn and its grounds, including its private frontage on the River Monnow.
• “Booking” means your confirmed reservation of the Property for the Booking Period.
• “Booking Period” means the dates from arrival to departure shown on your booking confirmation.
• “Booking Fee” means the total charge for your stay or hire as shown on your booking confirmation.
• “Party” means you and everyone else occupying or visiting the Property during your Booking.
• “Standard Stay” means an ordinary self-catering holiday stay for the resident party.
• “Event Hire” means a Booking, agreed with us in advance and in writing, in which you hire the whole Property and grounds for a gathering, party or occasion attended by people beyond the resident party.

2.  Your booking

2.1  A Booking is confirmed only when we have accepted it and received the deposit or Booking Fee due under section 3. Until then, no dates are held for you.

2.2  The lead guest must be at least 18 years old, must be a member of the party staying at the Property, and is responsible for the behaviour of the whole party and for ensuring that everyone observes these terms.

2.3  The Property sleeps two, and the maximum number of people who may stay overnight for a Standard Stay is two. This limit must not be exceeded. Additional overnight or day visitors are permitted only where we have agreed this with you in advance.

2.4  A Booking gives you permission to occupy the Property for the Booking Period only. It does not give you exclusive possession and it does not create a tenancy or any other right of occupation; the relationship of landlord and tenant does not arise between us.

3.  Prices, deposit and payment

3.1  Our standard rate is £240 per night. Seasonal rates and any minimum-stay may vary, and the total Booking Fee for your dates is confirmed on your booking confirmation. Our prices are not subject to VAT, as we are not VAT registered.

3.2  To secure your Booking you must pay a non-refundable booking deposit of £100. Your dates are held only once we have received this deposit.

3.3  The balance of the Booking Fee, together with the refundable damage deposit (see section 6), is due no later than 30 days before your arrival date. If you book within 30 days of arrival, the full Booking Fee and the damage deposit are payable at the time of booking.

3.4  Payment should be made to the bank account shown on your booking confirmation, quoting your booking reference. If the balance is not received in full by the date it is due, we may treat the Booking as cancelled by you and apply the cancellation terms in section 4.

4.  If you cancel

4.1  If you need to cancel your Booking, you must tell us in writing (email is acceptable) as soon as possible. Your cancellation takes effect on the day we receive your notice.

4.2  The £100 booking deposit is non-refundable in all cases. In addition:

• if you cancel 30 days or more before your arrival date, you lose only the booking deposit and nothing further is payable;
• if you cancel fewer than 30 days before your arrival date — by which time the balance has fallen due — the full Booking Fee is payable.

4.3  If we are able to re-let the Property for some or all of the cancelled dates, we will reduce the amount you owe accordingly and refund any difference above the non-refundable deposit. Any damage deposit you have paid is separate and is refunded to you in full. We strongly recommend that you take out holiday cancellation insurance to cover circumstances beyond your control.

5.  If we cancel or need to make changes

5.1  We would only cancel your Booking in exceptional circumstances — for example, if the Property became unavailable or unsafe, or because of an event beyond our reasonable control (see section 13, and in particular flooding, for which see section 10). If we cancel for such a reason, we will refund in full all sums you have paid, and this refund will be the full extent of our liability to you.

5.2  We may also cancel the Booking, on notice to you, where you are in serious breach of these terms.

5.3  Very occasionally we may need to make a minor change to the Property or its facilities. We will let you know as soon as we can and, if a change is significant, you may choose to accept it or cancel for a full refund of sums paid.

6.  Damage deposit

6.1  A refundable damage deposit of £200 is payable 30 days before arrival, together with the balance of the Booking Fee (or at the time of booking if you book within 30 days of arrival), to cover any loss, damage, breakage or extra cleaning caused during your Booking. For an Event Hire, a higher damage deposit may apply, as we will agree with you in advance (see section 8).

6.2  We will return the damage deposit within two weeks of your departure, less the reasonable cost of putting right any damage, replacing any breakages or missing items, or additional cleaning needed beyond normal use. We will give you a reasonable explanation of any deduction. Where the cost exceeds the damage deposit, you remain responsible for the balance.

6.3  Please tell us promptly about any damage or breakage during your stay so that we can put it right for you and for the next guests. Accidental minor breakages are part of normal life and we will always be reasonable.

7.  Arrival, departure and use of the Property

7.1  You may arrive after 4.00 pm on your arrival day and must leave by 10.00 am on your departure day, unless we have agreed otherwise, so that we can prepare the Property for the next guests.

7.2  You must use the Property only as a holiday home for your party and only for the number of people booked. You must not sublet the Property or allow anyone outside your party to occupy or share it.

7.3  Ruthlin is entirely non-smoking, and vaping is not permitted anywhere indoors.

7.4  We are not able to accept dogs or other pets at the Property, other than registered assistance dogs by prior arrangement.

7.5  The Property is all-electric (including an electric AGA) and there is no mains gas. Please treat the Property, its contents, fixtures and appliances with care.

7.6  We are sorry that the Property, as a period building, is not suitable for wheelchair access; if you have specific access needs, please talk to us before booking so we can be honest about whether Ruthlin will suit you.

7.7  Please be considerate of our neighbours and the quiet rural setting. You must not cause any nuisance, disturbance or annoyance to us, to neighbours or to anyone in the surrounding area, and must keep noise to a reasonable level, particularly at night.

7.8  You must not alter, add to, interfere with or remove any of the fixtures, furniture, fittings or equipment, put up any signs, or fix anything to the walls.

7.9  At the end of your stay, please leave the Property reasonably clean and tidy: return furniture and equipment to where you found it, remove your rubbish and recycling to the places we show you, switch off lights and hot water, close windows, lock the doors and leave the key in the front-door lock, as we will show you on arrival.

7.10  You must not do anything at the Property that is unlawful, or that creates a health or safety risk, or that would invalidate our insurance, and you must comply with our reasonable requests during your stay, including any reasonable instruction about health, safety or noise.

8.  Occupancy and event hire

8.1  A Standard Stay is for the resident party only, up to the maximum overnight number in clause 2.3. You must not hold a party, gathering or event, or invite additional visitors, unless we have agreed an Event Hire with you in advance and in writing.

8.2  Where we agree an Event Hire, we will confirm in writing the maximum number of people who may be present at any time (for health and safety reasons this will not exceed 200), the hours during which the event may take place, and any additional hire fee and damage deposit. Those figures form part of these terms for that Booking.

8.3  For an Event Hire, you are responsible for supervising everyone attending, and for ensuring that they observe these terms; references to “you” and “the Guest” include all of your attendees. An adult representative of yours must be present and in charge throughout the event.

8.4  For an Event Hire you must: obtain and comply with any licence or permission needed for your activity (including any entertainment, music or alcohol licensing); keep amplified music and noise to the level and hours we have agreed, and respect our neighbours; manage parking within the Property so as not to obstruct access or the lane; and not hold any raffle, lottery or public event without our prior written consent.

8.5  We may require you to hold public liability insurance for an Event Hire and to provide evidence of it before the event (see section 12).

9.  The River Monnow, grounds and activities

9.1  The Property has private frontage on the River Monnow. You and your party are welcome to enjoy the river and grounds, but you do so entirely at your own risk.

9.2  Rivers carry inherent and changing risks, including deep or fast-moving water, cold water, uneven or slippery banks, submerged objects, and levels that can rise quickly after rain. There is no lifeguard. You are responsible at all times for your own safety and for the constant supervision of children and any vulnerable members of your party, in and near the water.

9.3  We accept no responsibility or liability for any injury, death, loss or damage arising from your or your party’s use of the river, the grounds or any activity carried out during your Booking. By booking, you acknowledge and accept these risks on behalf of your whole party.

10.  Flooding and severe weather

10.1  Ruthlin lies in a river valley and has experienced flooding. We monitor flood warnings from Natural Resources Wales, and in the event of a warning we may need to contact you during your stay, ask you to move vehicles to the top of the drive, or, in a serious case, ask you to leave the Property for your safety. We will do our best to give you as much notice as we can and to assist you, including helping to arrange alternative accommodation if evacuation becomes necessary.

10.2  If flooding or other severe weather prevents your Booking from going ahead, or makes the Property unavailable or unsafe, section 5 (cancellation by us) and section 13 (matters beyond our control) will apply.

11.  Our liability to you

11.1  Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded. Nothing in these terms affects your rights as a consumer under the Consumer Rights Act 2015.

11.2  We provide the Property for your private holiday use. Except as set out in clause 11.1, we are not liable for any loss of or damage to your vehicles, money, valuables or other belongings brought to the Property, or for any business loss, and we recommend you have suitable holiday insurance.

11.3  We are not responsible for the temporary failure or interruption of public services or of appliances, heating, water or internet at the Property where this is outside our reasonable control, though we will always try to put things right as quickly as we can. Where any facility is described on our website or in our information, that description is given in good faith and may occasionally change.

11.4  You are responsible for, and agree to reimburse us for, any loss or damage to the Property or its contents, and any claim brought against us, arising from the negligent or deliberate act or omission of you or any member of your party.

12.  Insurance

12.1  We hold buildings and contents insurance for the Property itself. Our insurance does not cover your personal possessions or your personal liability, and we recommend that you arrange your own holiday or travel insurance for your stay.

12.2  For an Event Hire, you must, at your own cost, hold public liability insurance of at least £2 million covering your event and everyone attending, and produce evidence of it to us on request before the event.

13.  Matters beyond our control

13.1  We are not responsible for any failure or delay in meeting our obligations under this agreement that is caused by something beyond our reasonable control. This includes, but is not limited to: fire, explosion, storm, flood, earthquake, subsidence or other natural disaster; epidemic or pandemic; loss of utilities or telecommunications; and civil emergency, terrorism, riot or the acts of any government or public authority.

13.2  If such an event prevents or significantly affects your Booking, we will refund sums you have paid for any part of the Booking that cannot go ahead, and this refund will be the full extent of our liability to you in those circumstances.

14.  Complaints

14.1  We want you to enjoy your stay. If anything is not right, please tell us during your stay so that we have the chance to put it right for you. If a problem cannot be resolved at the time, please contact us at sarah@ruthlin.com as soon as possible afterwards, and we will do our best to resolve it fairly.

15.  General

15.1  Any notice or communication between us under this agreement should be in writing; email is acceptable, using the email address on your booking confirmation for us and the email address you gave when booking for you.

15.2  This agreement, together with your booking confirmation, forms the entire agreement between us about your Booking and replaces any earlier discussions or arrangements. Any change to it must be agreed in writing.

15.3  If any part of these terms is found to be unlawful or unenforceable, the rest of the terms will continue to apply. A delay by either of us in enforcing any right under these terms does not prevent us from enforcing it later.

15.4  You may not transfer your Booking to anyone else without our agreement. We may transfer our rights and obligations under this agreement provided this does not affect your rights under it.

15.5  This agreement is governed by the law of England and Wales, and any dispute will be dealt with by the courts of England and Wales.

We look forward to welcoming you to Ruthlin.