BOOKING TERMS AND CONDITIONS |
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Please ensure that you read and understand the following terms and conditions pertinent to your stay at Villa Southern Dunes (hereafter called "the villa"). If you have any questions, do not hesitate to contact us (hereafter called the Owner, meaning Paul Maple and Di Gorton, 32 Oak Crescent, Tividale, Oldbury B69 1RL UK and Richard Maple for clarification), prior to signing the booking form.
You agree that these terms and conditions shall be interpreted under the laws of England and that any dispute arising from this booking shall be settled only under the laws of England and subject to the jurisdiction of the English courts. None of these terms and conditions affect your statutory rights. Failure to observe any of the terms outlined below will be deemed unacceptable and we reserve the right to retain your security deposit to cover any costs incurred in rectifying issues arising. Booking The VillaAccuracy of our WebsiteWhilst we endeavour to ensure our website is accurate and up to date, facilities in a resort may change or be removed from service, permanently or temporarily. Public holidays and special events may also impact provision of services. Any changes that may affect your stay at the villa will be advised as soon as we become aware of them. Our Management Company representatives regularly inspect our property to ensure the website descriptions remain accurate.RatesPublished rates on our website were accurate at time of publication. However, errors or changes occasionally occur. We reserve the right to amend our rates at any time. When booking, we will confirm a rate in writing (letter or email) and, once a deposit is paid, this rate will not change. Where a booking overlaps different rates, those different rates will be used.Our rates cover the provision of self-catering accommodation for up to ten persons and include all local and state taxes, utilities (including air conditioning, heating, electricity, water and cable television), pool maintenance, cleaning, linens, towels, pool towels and use of the grills (excluding fuel), cots/cribs, stroller and high chairs. Additional items, such as pool heating, are available for a supplement and can be pre-booked. Personal expenditure items, including flights, car hire, attraction tickets and excursions are not included in the rates indicated. OccupancyOur rates are based on a maximum number of ten persons staying at the villa. This constraint is a requirement of Florida Law and under no circumstances may the number of persons, including children and babies, exceed the maximum occupancy of ten persons. Contravention of this rule will render your booking void, all monies paid will be forfeited and you will be asked to vacate the property immediately, without compensation.It is a requirement that all individuals staying in the villa are listed on the booking form and cannot be changed without notification. If it becomes necessary for you to amend the names, please advise by email, or in writing, and a small administration charge (£10/$15/€12) may be payable. The villa must only be used by you and your party, as shown on the booking form. Sub-letting, sharing or assignment to others is prohibited. Additional charges may be levied by our representatives for any persons occupying the villa who have not been named. Until that charge is paid, there will be no contractual agreement between us and any person not named on the booking form. Any person, whose name does not appear on the booking form, must not stay overnight at the villa. How to BookThe Party Leader must be over 21 years old and be authorised to make the booking on behalf of all other members of the group. When the Party Leader accepts our booking conditions, by signing our booking form, it indicates the consent of the other party members to accept them and be bound by them. The booking form must include the names of all individuals staying overnight, including babies. The Party Leader is responsible for the full cost of renting the property, including cancellation or amendment charges. All documentation will be sent to the Party Leader, who must inform other members of the party.In order to reserve the villa, a deposit of 25% of the total cost is required. A provisional email or telephone booking will be held for seven days (with the villa dates blocked) pending receipt of your deposit (or full payment). If not received, the booking will lapse and the dates will be released. Email or telephone enquiries alone will not provisionally secure the dates. The cleared balance, including any security deposit, must be received no less than two calendar months prior to your arrival date. Ten days must be allowed for cheques/checks to clear. If you fail to make payment in full by the due date, the booking will be cancelled and your deposit forfeited. Any booking made within two months of arrival requires full payment to secure the booking. Credit card payments can be made via PayPal. An administration fee may be charged if you choose this pay method. You will be advised if any charges are due prior to your making payment by this method. If you have a PayPal account, you can send a standard PayPal payment. If you do not have a PayPal account, we can send you an invoice. Payments via PayPal will only be accepted in US Dollars. Security DepositA refundable security deposit of £200/$300/€250 is required to be paid with the balance of your booking, no later than two calendar months before your arrival at the villa. The property and contents are checked by our Management Company, or their representatives, before your arrival and after your departure. Damage or loss caused by accident, negligence or intention must be reported and paid for prior to your departure from the villa to avoid you incurring charges later. We recommend you check the property on arrival and notify the Management Company of any deficiencies (if you find any, which hopefully you won't.)As long as the property is in a satisfactory condition with no missing items from our inventory, and no damages identified, your deposit will be reimbursed in full within twenty-eight days of your departure from the villa. Any damage or shortage identified by our Management Company, or their representatives, since your arrival, that has not been reported during your stay will be your responsibility and deducted from your Security Deposit. Many landline and some mobile/cellular phone calls are free (specific details can be found alongside the phone equipment in the house). Any telephone charges or other fines levied on us during the period of your stay will also be your responsibility and will be deducted from your security deposit or, if this has already been refunded, will be referred to your party leader for payment. Amending Your BookingWe understand that sometimes circumstances change after you have made your booking. If a member of your party withdraws from the booking, we are able to allow someone else to take their place, provided you inform us, in writing (including email), at least fourteen days prior to arrival. We will not make a charge for the first substitution (including multiple names in one instruction) but further substitutions may be liable for an administration charge of £10/$15/€12. As the booking is for the whole villa, an increase or reduction in the number of guests will not lead to a price change to your booking fee.If you wish to extend the duration of your vacation - and the villa is available - we will advise you of any additional charges before confirming the alterations. Cancellation of the BookingIf you wish to cancel your booking, the Party Leader must write to us to confirm the cancellation (including an email, which must be from the email address on record). If the email address is no longer available, the cancellation must be by regular mail. The cancellation takes effect on receipt of your letter/email. We incur costs from receipt of the booking therefore we have to pass on some of those costs if you cancel your booking. The closer your cancellation is to the departure date, the higher the cancellation charges. Any PayPal fees already paid will be retained by us and not refunded. You may wish to take out an insurance policy with cancellation cover as it may compensate you for these cancellation charges, depending on the reason for the cancellation.The charges are as follows:
Force MajeureThis is an unusual and unforeseeable circumstance beyond our control resulting in events that could not have been avoided if reasonable care had been taken, for example (including, but not exclusively) war, threat of war, riot, civil unrest, industrial dispute, terrorist activity, natural or un-natural disaster, technical difficulties with transport, congestion or closure of airports, fire or adverse weather conditions.In the unlikely event that circumstances beyond the Owner's control necessitate the cancellation of the rental agreement, the Owner reserves the right to cancel any bookings and will only be liable to refund monies already paid by the Guest. If alternative accommodation can be provided (of an equivalent or higher quality) you may choose this option, or one of a lower quality/value with the difference in cost refunded, or you can choose to take a full refund of all monies paid to date. Termination of the ContractYou and your party must behave reasonably while staying at the villa. We reserve the right, at our reasonable discretion, to terminate the booking of persons indulging in serious misconduct. If we do so, we will have no further responsibility or liability to you. If you, or any member or guests of your party, wilfully, recklessly or negligently damage our property, you agree to compensate us for any loss we may suffer, including legal costs.ComplaintsIf you wish to make a complaint, you must notify us, or our local representative, immediately. If the Management Company cannot resolve the problem at the property, you must notify us of your claim within 35 days of your departure. If you do not advise us of your complaint, our ability to investigate it will be seriously hampered. We will not deal with your complaint unless there is a valid reason why you did not inform us at the time the issue arose.Our LiabilityOur liability for any loss or damage suffered by you or your party is limited to the total cost of your booking. Personal injury arising from the non-performance or improper performance of the services provided under this contract is excluded from this limitation.Accessing and Departing the VillaYou will be able to check-in no earlier than 4pm, with check-out no later than 10am, on the agreed dates. We appreciate your co-operation with this condition to enable the villa to be cleaned and prepared for incoming guests. It may be possible to arrange an earlier check-in, later check-out and an additional payment of £75/$100/€85, per occasion, may be charged.When leaving the property, you should ensure that all doors and windows are locked and the alarm is set. You must not leave the property via the garage. Should you have any issues over access, please call our Management Company who will do all they can to resolve the problem. ParkingSouthern Dunes Community Association does not permit any truck, van, boat, trailer, recreational vehicle, commercial vehicle nor any other non-passenger vehicle to be parked at Southern Dunes. Cars must be parked in the driveway or in the double garage and should not be parked in the street. Any fines arising from a failure to meet these regulations will be deducted from your security deposit.NeighboursThe villa is situated in a combined residential and vacation community. It is a condition of the rental that you be considerate in your behaviour and keep noise levels to a reasonable level, at all times, so as not to disturb our neighbours.MaintenanceIf any part of the villa becomes broken/damaged or is in need of repair during your stay, you should contact our Management Company (email and telephone contact details will be provided prior to your arrival). Although they will endeavour to resolve any problems and make any necessary repairs as quickly as possible, it is not always possible to send someone immediately.Our representatives may need to enter the property for assessment and/or repair while you are out. Please be advised that if you make an emergency call to our Management Company outside of 'normal' office hours, and it turns out not to be an emergency, you may be charged. No charges will be made in the event of a genuine emergency. PestsFlorida is in a sub-tropical area where insects and other pests are commonplace. They are not a cause for complaint or compensation, and do not reflect the cleanliness of the villa. The villa is regularly treated under a pest and termite control plan and access to carry out this treatment may be required during your stay. You will be given written notice, in advance, and the pest control company representative will be accompanied, at all times, by our Management Company representative.Please do not leave food out on counter tops or around the pool area. Any spillages should be immediately cleaned. We recommend that you keep all windows and external doors closed as much as possible which will prevent pests from entering the property. PetsWith the exception of 'assistance' dogs with prior approval, no pets are permitted to stay at the villa.Visas and InsuranceIt is your responsibility (and that of individual members of your party) to ensure all travel documentation is in order prior to travel, with any costs incurred being your responsibility. We are unable to accept any liability if you are refused entry into the USA or onto any transport, or if your party fails to provide the appropriate documentation. You should also make sure that your insurance policy covers your requirements, and we would recommend that you include cancellation cover. Medical costs are expensive in the USA and you should ensure you have sufficient cover for accident or illness. We will not be able to assist with such costs.For those travelling from outside the US under the Visa Waiver Program, it will be necessary to apply to the Electronic System for Travel Authorization (ESTA), if this is not already held (authorisation lasts for two years). Since September 2010, there has been a fee associated with an application, and application via the official United States government site, US Customs and Border Protection (http://www.cbp.gov) is recommended. There are other websites available which will charge fees in excess of the official government fee. Please ask if you would like our assistance to locate the official website. Facilities at the VillaThe use of all facilities at the villa is entirely at the risk of members of your party, and any guests of you or your party. Under no circumstances will we be liable for any injury, loss, claim or damage, or any incidental or consequential damages arising out of, or connected with, any improper use of any of the facilities provided.Swimming PoolUse of the swimming pool is entirely at your own risk, or at the risk of your party or any guests of your party. Children must not be permitted to use the pool unaccompanied, and a pool guard fence is provided for extra security. Alarms are fitted to all villa doors and windows which access the pool deck and, if set, will trigger whenever a sliding door is opened. These alarms can be switched off, at your own risk. You should check these on your arrival to ensure these are set, if you wish to use them.Florida State Law requires property owners to supply plastic plates, cups and bowls for use in the pool area and these have been supplied. Glass or ceramics must NOT be used on or near the pool deck or in the pool. This is for your convenience and safety as, in the event of the breakage of such items which requires the pool to be drained, YOU will be charged for all costs incurred in said drainage, and refilling of the pool. Normally, the swimming pool is not heated, but it can be heated for an additional charge. As the pool takes time to heat (usually 2-3 days) we recommend you advise us at time of booking if pool heat is required so it can be switched on on the day of your arrival, although the pool may not be up to temperature immediately. We recommend pool heat from October to March but this is obviously dependent on the ambient weather conditions during your stay. A pool cover is supplied for the winter months and replacing this after use of the pool will retain heat (from the sun or heater) in the pool rather than allowing evaporation overnight, which will cause the water temperature to go down and the pool water to be cooler the following day. If you choose to request pool heating be switched on or off during your stay, you will be charged at a daily rate of £15/$25/€20, including those days that the pool is getting up to temperature. In addition, there will be a £15/$25/€20 charge for our representative to come out to the property to switch the pool heat on or off, as required. Please be aware that the pool heater will increase the pool temperature by approximately 15°F degrees and therefore the level of heat in the pool will be relative to the outside temperature. We cannot guarantee a specific temperature. Inflatable pool toys, where supplied, are used at your own risk. We do not guarantee the presence of a particular inflatable pool toy during your stay. The owners take no responsibility for accidents arising out of activities using pool toys. Any pool toys used during your stay should be deflated and returned to the deck box before departure. The air pumps provided (both manual and electrical) have a deflate option as well as an inflate option. Games RoomThe games in the games room are provided for your enjoyment during your stay. Please ensure all children are supervised and that games, cues, rackets, etc are not used inappropriately. All damages or losses will be charged to your security deposit. Be advised, re-felting a slate pool table may cost in excess of $300. Should your security deposit not be sufficient to cover all costs, further costs will be claimed from the party leader.The toy box contains small parts. All guests should ensure they are happy for children to play with the entire contents before permitting them to play. We shall not be held responsible for any injuries sustained in use of the games room, or anywhere else in the villa. Telephone CallsThe house has a VOIP (internet) telephone line, with three standard cordless handsets, from which free calls can be made to the USA, Canada and 60 other countries (full details are supplied in the Family Lounge). Calls to cellular/mobile phones in some countries are NOT free of charge and should not be made without a calling card. Any charges incurred during your stay will be deducted from your security deposit. The Party Leader will be responsible for all charges regardless of who made the calls. If you wish to receive incoming calls, these can be taken and we will provide the telephone number for the villa prior to your arrival. Calls cannot be made if the internet connection is offline - if this occurs, please advise the Management Company so they can contact the Internet provider. Be aware, in the event of an internet failure, emergency calls will not be possible from this line.InternetWireless (Wi-Fi) internet access is available throughout the villa, provided you supply your own laptop. The WPA security code will be provided prior to your arrival. You or your party must not reset the wireless network, access codes nor make changes to the connection provided. If any equipment must be reset during your stay or subsequent to your departure, you will be charged a minimum of £15/$25/€20 from your security deposit.Air ConditioningAir conditioning is provided and included in the cost of the villa. This has a default cool setting of 76F, with an adjustable range of 74F to 78F, using the ^ or v arrows on the thermostat. There is also a default heat setting of 70F - when the ambient temperature within the house falls below this, it will automatically switch to heat mode and heat to this temperature. The heat setting can be increased to a maximum 72F, or reduced down to 60F (so that it doesn't turn on). It is also possible to turn off the air conditioning using the thermostat - if it is then turned back on, it will revert to the appropriate default setting advised above. A note to this affect can be found above the thermostat in the house.Use of the air conditioning will be adversely affected if used when doors and/or windows are open. The use of ceiling fans combined with, or instead of, the air conditioning, will keep the villa at a comfortable temperature, without the need for open doors and/or windows. Should the sliding doors to the patio be left open for an extended period, the cool setting will switch to 83F until the door is closed. No attempts should be made to adjust temperature outside of the stated limitations. Any damage to the air conditioning mechanism in breach of these instructions will be deducted from your security deposit. Should your security deposit not be sufficient to cover all costs, further costs will be claimed from the Party Leader. Charcoal and Gas Barbeques/GrillsBoth charcoal and gas barbecues/grills are provided free of charge. Charcoal is not provided but can be obtained at shops, such as Wal-mart, locally. Gas may be supplied, dependent on use and replacement by the previous guest, but should not be anticipated. Replacement supplies can be obtained locally at Wal-mart or Lowes - details can be found in the villa.Although kept on the pool deck, barbecues/grills must be used outside of the screened pool deck. This will reduce any risk of fire spreading to the villa, and keeps any mess on the pool deck to a minimum. It also prevents objects inadvertently (or otherwise) falling into the swimming pool. You are expected to leave the barbecues/grills in a clean condition at the end of your stay, otherwise, you may be liable for an additional cleaning charge of approximately £50/$75/€65 levied on your security deposit. We maintain no responsibility for your ability to cook! Please ensure all food is well cooked if using the grills, as undercooked meat may cause a health hazard. SmokingNo smoking is permitted within any part of the villa, with the exception of the pool deck area. Cigarettes must not be stubbed out on the deck and all stubs should be extinguished and removed from the deck area to a rubbish/trash receptacle.Cookies PolicyThis website uses cookies and by using this website you consent to our use of cookies according to this policy. A cookie is a small text file stored on your computer or mobile device when visiting a website. These are used to remember your preferences and to tailor your experience of the website. Cookies may be "persistent" (stored by a browser until an expiry dates is reached, or the user deletes the cookies) or "session" (expires at the end of the user session, when the web browser is closed).You may also be sent third party cookies. These are set by external websites, such as PayPal if you purchase items fro our online shop, in order to facilitate the purchase. Most browsers permit the user to refuse to accept cookies. If you do "block" cookies, you may experience issues with functionality of the website or at checkout. Cookies can be deleted by following the instructions of your particular browser supplier. Villa Southern Dunes Terms & Conditions - March 2014 Di Gorton & Paul Maple 32 Oak Crescent Tividale Oldbury B69 1RL United Kingdom Mobile: +44 (0)7952 408964 Landline: +44 (0)1384 859705 |