Terms of Use & Privacy Policy

Last updated: December 2025

Warm Brook Farm is a vacation rental property located in Southern Vermont. These Terms of Use and Privacy Policy (“Terms”) govern your use of our website at warmbrookfarm.com (the “Site”) and any inquiries, bookings, and stays at the property (collectively, the “Services”). By using the Site or booking a stay, you agree to these Terms.

This page is provided for general informational purposes only and is not legal advice. If you have questions about your legal rights, you should consult an attorney licensed in your jurisdiction.

1. About Warm Brook Farm

Warm Brook Farm is a privately owned vacation rental property in Southern Vermont. The property is offered for short-term stays to guests seeking lodging for leisure, family visits, and other lawful purposes. References to “we,” “us,” and “our” refer to the owners/management of Warm Brook Farm.

2. Use of the Website

The Site is provided for the purpose of viewing property information, checking availability, requesting quotes, and completing bookings. You agree to use the Site only for lawful purposes and in a way that does not infringe upon the rights of others or restrict or inhibit anyone else’s use and enjoyment of the Site.

• You agree not to attempt to gain unauthorized access to any part of the Site or related systems.
• You agree not to use the Site to transmit any harmful code, spam, or misleading information.
• You agree that information you provide through the Site (for example, inquiry or booking details) will be accurate and complete to the best of your knowledge.

3. Booking Terms & Payments

Booking and payment policies for Warm Brook Farm may be updated from time to time and can vary by rate, season, and platform (e.g., direct booking vs. online travel agencies). In general:

• A booking is not confirmed until you receive a written confirmation (for example, an email confirmation generated by our booking system).
• Deposits, remaining balances, cleaning fees, taxes, and any security deposits are due according to the specific terms displayed at the time of booking.
• We reserve the right to cancel a reservation if required payments are not made when due.

Specific booking, payment, and cancellation details are shown during the booking process and may also be included in a separate rental agreement, which will control in the event of any conflict with these general Terms.

4. Cancellations & Refunds

Our cancellation and refund policies may differ by rate or channel (for example, direct booking vs. third-party listing sites). The applicable policy will be clearly stated at the time of booking. Please review it carefully before confirming your reservation.

If you booked through a third-party platform (such as Airbnb or Vrbo), that platform’s cancellation, refund, and modification rules may apply in addition to our own.

We strongly encourage guests to consider travel insurance to protect against unexpected changes in plans, weather impacts, illness, or travel delays.

5. House Rules & Use of the Property

By booking and staying at Warm Brook Farm, you agree to follow all house rules provided on the Site, in your rental agreement, and in any welcome materials at the property. In general:

• The property may be used only by registered guests and for lawful purposes.
• Parties, events, or unauthorized gatherings may be restricted or prohibited; please refer to the specific house rules for details.
• Guests must respect noise guidelines, neighbors, and any applicable local ordinances.
• Guests agree to take reasonable care of the property, furnishings, and outdoor areas and to report any damage or issues promptly.

Violation of house rules may result in additional charges, partial or full forfeiture of deposits, or termination of the stay without refund, as allowed under the applicable rental agreement and local law.

6. Check-In, Check-Out & Access

Check-in and check-out times, access instructions (such as key codes or lock boxes), parking details, and other arrival information are provided in your booking confirmation or separate pre-arrival communication.

Guests agree not to share access codes or keys with any unregistered individuals and to return any physical keys as instructed.

7. Liability, Damages & Assumption of Risk

You agree to use the property and its amenities (such as outdoor areas, hot tub, fire pit, stairs, decks, and walkways) at your own risk and to exercise reasonable care, particularly in winter conditions, wet or icy surfaces, and during outdoor activities.

To the fullest extent permitted by law:

• We are not liable for injuries, accidents, theft, loss, or damage to personal property that occur during your stay, except where caused by our gross negligence or intentional misconduct.
• You accept responsibility for any damage to the property or its contents caused by you or members of your party beyond normal wear and tear and agree that repair or replacement costs may be charged to your payment method or security deposit in accordance with the rental agreement and applicable law.

8. Intellectual Property

The content on this Site, including property descriptions, photographs, logos, and other materials, is owned by or licensed to us and is protected by applicable copyright and other intellectual property laws. You may view and print content for your personal use in evaluating or booking a stay, but you may not reproduce, distribute, or create derivative works from our content without our prior written permission.

9. Third-Party Services & Links

Our Site may link to third-party websites or services (for example, mapping tools, review platforms, or booking channels). We do not control and are not responsible for the content, privacy practices, or security of those third-party sites. We encourage you to review the terms and privacy policies of any third-party services you use.

10. Governing Law

These Terms, and any disputes arising out of or relating to the Site, your booking, or your stay at Warm Brook Farm, will be governed by and construed in accordance with the laws of the State of Vermont, USA, without regard to its conflict of laws principles, except where otherwise required by applicable consumer protection laws.

11. Changes to These Terms

We may update these Terms from time to time to reflect changes in our operations, applicable laws, or best practices. When we make material changes, we will update the “Last updated” date at the top of this page. Your continued use of the Site or our Services after such changes are posted constitutes your acceptance of the revised Terms.

12. Privacy Policy

This Privacy Policy explains how we collect, use, and protect personal information when you visit our Site, inquire about availability, or book and stay at Warm Brook Farm.

12.1. Information We Collect

We may collect the following categories of information:

• Contact and booking details: name, email address, phone number, mailing address, number of guests, stay dates, and any special requests you provide when inquiring or booking.
• Payment information: payment method details are processed by our payment processors or booking platforms. We do not store full credit card numbers on this Site.
• Communications: messages you send us via contact forms, email, or booking platforms, as well as our responses.
• Technical information: when you visit the Site, we may collect limited technical data automatically, such as IP address, browser type, device type, pages viewed, and referring URLs. This may be collected through cookies and similar technologies.

12.2. How We Use Your Information

We may use personal information for the following purposes:

• To respond to inquiries and provide quotes or availability details.
• To process bookings, payments, and rental agreements and to communicate with you about your stay (including arrival instructions and house rules).
• To operate, maintain, and improve our Site and Services, including basic analytics such as understanding which pages are visited most often.
• To send important service-related messages (for example, reservation confirmations, updates, or urgent notices about your stay).
• To comply with legal obligations, resolve disputes, and enforce our agreements.

12.3. Legal Bases (Where Applicable)

Depending on your location, we may rely on different legal bases for processing your information, including:

• Performance of a contract (for example, processing your booking and providing your stay).
• Legitimate interests (such as improving our Site and communicating with guests about their reservations).
• Compliance with legal obligations.
• Your consent, where required by law (for example, certain cookie or marketing uses).

12.4. How We Share Information

We do not sell your personal information. We may share personal information in the following limited ways:

• Service providers: with trusted providers who help us operate the property and the Site (for example, booking and property management software, payment processors, cleaning or maintenance providers), but only to the extent necessary for them to perform services on our behalf.
• Legal and safety: when required by law, court order, or governmental request, or when we believe it is necessary to protect our rights, property, guests, or others.
• Business transfers: in the event of a sale, transfer, or other reorganization involving the property or our business, information may be transferred as part of that transaction, subject to applicable law.

12.5. Cookies & Similar Technologies

Our Site may use cookies and similar technologies to help the site function correctly (for example, remembering form entries or facilitating the booking engine) and to understand basic traffic patterns. Some cookies are considered “essential” for the Site to operate; others may be used for preference or analytics purposes.

You can control certain cookies through your browser settings and, where available on the Site, through cookie notices or banners. Please note that disabling some cookies may affect the functionality of the Site or booking process.

12.6. Data Retention

We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Policy, including providing your stay, complying with legal obligations, resolving disputes, and enforcing our agreements. The exact retention period can vary based on the type of information and applicable legal requirements.

12.7. Your Choices & Rights

Depending on your location, you may have certain rights regarding your personal information, such as the right to access, correct, or request deletion of your data, or to object to or restrict certain processing.

If you wish to exercise any applicable rights or have questions about how your information is used, please contact us using the information in the Contact section below. We may need to verify your identity before fulfilling certain requests.

12.8. Children’s Privacy

Our Site and Services are not directed to children under the age of 16, and we do not knowingly collect personal information directly from children. If we become aware that we have inadvertently collected such information, we will take steps to delete it as required by applicable law.

12.9. Security

We take reasonable administrative, technical, and physical measures designed to protect personal information from unauthorized access, use, or disclosure. However, no method of transmission over the internet or method of electronic storage can be guaranteed to be 100% secure.

12.10. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we do, we will update the “Last updated” date at the top of this page. We encourage you to review this page from time to time to stay informed about how we handle your information.

13. Contact Information

If you have questions about these Terms, our Privacy Policy, or your stay at Warm Brook Farm, please contact:

Warm Brook Farm
Southern Vermont
Email: info@warmbrookfarm.com