1.  DEFINITIONS

Arrival Date: means the first day of the Rental Period

Child: means any person under 21 years of age

Contract: means the contract between You and us incorporating these “Terms & Conditions”

Departure Date: means the last day of the Rental Period

Guest/s: is the person or people who will be staying at the Property with the Renter and includes the Renter. For the avoidance of doubt in relation to Maximum Occupancy, a Child (including a baby) is deemed to be a Guest

Maximum Occupancy: means the maximum number of Guests as stated in the property details on the Website

Property: means the property You book

Rental Period: means the period during and including the Arrival and Departure date          

Rental Monies: means the rent due for the Property during the Rental Period

Renter: is the person who makes the Reservation

Reservation: means the reservation and Contract relating to the rental of the Property for the Rental Period and in making the Reservation the Renter is deemed to have agreed to the Terms and Conditions

Security/Damage Deposit: means the amount stated within the booking process

Website: means either idyllicholidayproperties.com or VRBO.com

2.  YOUR CONTRACT ​

2.1  The holiday units are operated by Idyllic Holiday Properties Limited (Company number 04929956) with registered office at Dormy House 43 Kingsbury Street Marlborough Wiltshire SN8 1JE UK (hereinafter referred to as “Idyllic Holiday Properties”  “we”, “us”).

2.2  When we refer to “You” and “Your” we mean the Renter. Any person that is not a party to the contract between us does not have any right to enforce any of these terms or conditions.

2.3  The Contract for staying at the Property is between You and us and it incorporates these terms and conditions (the “Terms and Conditions”) together with any other written information brought to Your attention at any time.

2.4  By entering into this Contract, You warrant that:

2.4.1  You are at least 21 years old and

2.4.2  You are legally capable of entering into binding contracts

2.5  The Contract between us permits the Renter and any Guests to occupy and use the Property during the Rental Period for non-permanent habitation and holiday use only and the number of Guests will not exceed the Maximum Occupancy

2.6  If You have any questions about the Terms and Conditions, please call Idyllic Holiday Properties on +44 1672 519371. If You have any questions regarding Your Reservation then please email; rentals@idyllicholidayproperties.com          

3.  RESERVATION PROCEDURE

3.1  To reserve a property you will need to click on the ‘Book Now’ button on this website.

3.2  You will need to complete all of the required information including your card details.

3.3  The security/damage deposit will be debited immediately via Stripe.

3.4  If the arrival date is less than 12 weeks away the rental monies will also be debited immediately via Stripe.

3.5  We will acknowledge by e-mail receipt of the Reservation information and any monies and on receipt of this e-mail the Reservation becomes confirmed.

4.  PAYMENTS

4.1  Rental Monies

4.1.1  Rental Monies will be automatically collected, via Stripe, 12 weeks before the arrival date

4.1.2  If the collection of monies via Stripe is refused for any reason we will advise you immediately and you must make a second attempt using a different card within 24 hours.

4.1.3  If the collections of monies via Stripe is refused for a second time we will advise you immediately and your Reservation will be cancelled automatically.

4.1. 4  If you fail to make a second attempt and/or the second attempt fails the Reservation is automatically cancelled, the Property will be released for re-rental and the Security/Damage Deposit will be retained by us and not refunded to You.

4.2  The Security/Damage Deposit

4.2.1  The Security/Damage Deposit will be automatically debited via Stripe in accordance with clause 3.3 above.

4.2.2  In the event of You cancelling the Reservation in accordance with clause 4.1 or clause 10 the Security/Damage Deposit will not be refunded but retained by us.

4.2.3  From the time You actually occupy the Property the Security/Damage Deposit will be held as a deposit in respect of any damage or loss incurred as a result of You or any Guests causing any damage to the Property or incurring costs as detailed in clauses 5, 6, 7 or 13 and we reserve the right to make deductions from the Security/Damage Deposit to cover any such reasonable damage or loss.

4.2.4  Subject to the Property having been left in a satisfactory condition and the terms of the contract adhered to, we will use reasonable endeavours to refund the Security/Damage Deposit in full or in part within 14 working days of the Departure Date.  The refund will be made directly back to the card which was used to make the payment initially.  If this is not possible for any reason we will contact you to make alternative arrangements.

4.2.5  In the event that the Security/Damage Deposit is insufficient to cover damage or loss incurred Idyllic Holiday Properties reserves the right to commence court proceeding against You for any shortfall.

4.2.6  If the card used to pay the Security/Damage Deposit is no longer valid You must notify us by e-mail straight away (and retain a copy of such notification) so alternative arrangements can be made.  For the avoidance of doubt, if you haven’t advised us the card is no longer valid causing the refund to fail and resulting in us incurring charges, these charges will be deducted from any subsequent refund we make to you.

4.3  We accept Visa and Mastercard credit or debit cards.

NOTE:  Idyllic Holiday Properties is a UK based company.  Non UK cardholders booking with us may be subject to a cross border fee applied by their card issuer.  Unfortunately these charges are completely out of our control therefore it is your responsibility to check with your bank/card provider whether this might affect you.

5.  CHECK IN – CHECK OUT

5.1  The Property will be available from 17.00 hours on the Arrival Date unless other prior arrangements have been made in advance and confirmed in writing by us.  We reserve the right to delay the check-in time, the revised check-in time will be notified to you by e-mail.

5.2  Keys to the Property will be in the key safe and full check-in instructions including the key safe code will be sent to the Renter by email no later than 3 working days before the Arrival Date.  It is your responsibility to notify us if you have not received the information.

5.3  Guests must vacate the Property by 10.30 hours on the Departure Date.

5.4  On the Departure Date You will ensure all keys to the Property are placed in the key safe, it is safely locked and cannot be opened by anybody else.  If the keys are not returned to the key safe in accordance with this clause an appropriate deduction will be made from the Security/Damage Deposit for the cost of replacement keys and administration.

5.5  If a Renter fails to vacate the Property by 10.30am on the Departure Date it will be deemed to be an “Unauthorised Occupation” and the Renter agrees to pay the greater of:

1. 4 times the weekly rental paid for the Property calculated on a pro-rata basis for any time the Renter/Guests are in occupation after 10.30am on the departure day OR
2. The full Security/damage deposit

Any damages claimed by a third party either directly or indirectly as a result of such Unauthorised Occupation will also be payable by the Renter.

6.  THE PROPERTY

6.1  All of our Properties are unique and as a result they vary in character, size and the number of Guests that can be accommodated. It is Your responsibility to verify the details of the Property to verify the details of the Property meet Your requirements or those of Your Guests especially the elderly, those with disability or children and will not exceed the Maximum Occupancy.

6.2  We have a strict non-smoking policy for all Properties including any grounds, garden or common area shared with other people.

6.3  All items and furniture in a Property remains the property of the Idyllic Holiday Properties.

6.4  Other than Guests no other people are allowed to stay overnight in the Property. If the occupation of the Property is found to exceed the Maximum Occupancy or if evidence suggests this is the case (for example, but not limited to, extra bedding being used or reports from  a nearby guest/resident), you will automatically forfeit your full Security/Damage Deposit.

Should you want other people to visit, our prior written consent must be given to You.  Such request can only be considered if full details as to the number of people and the reason why You want them to visit are supplied to us in advance of the visit. We reserve the right to refuse consent should we deem such visits to be detrimental to the Property.

6.5  You are not allowed to hold events such as parties or weddings at the Property.

6.6  Where applicable You will be responsible for any telephone, internet and fax charges.  You will also be responsible for any additional electricity charges incurred by the use of the underfloor heating.

6.7  You will not allow or permit any trucks, motorcycles, caravans, mobile homes, motor homes or recreation vehicles on the Property without special prior written approval of Idyllic Holiday Properties.

6.8  In respect of the following properties which have pools, Casa da Aldeia, The Figos (Casa do Figo &/or Pequeno Figo) and Casa do Medronho, it is Your responsibility to ensure that all children and non-swimmers are never left unattended at the pools.

6.9  On arrival or during the Rental Period, The Renter must notify the manager or UK office of;

• any issues/defects in the Property or
• any inoperable equipment or
• the internet cannot be accessed

Having received notification of a problem, Idyllic Holiday Properties will endeavor to rectify the situation as soon as is reasonably possible.  No refund of monies will be given to cover the duration of the problem nor if it cannot be sorted out during the rental period.

For the avoidance of doubt, any complaints raised after you have vacated the property will not be considered.

6.10  You will allow Idyllic Holiday Properties and anyone authorised by it to have access to the Property at all reasonable times for the purposes of inspection or to carry out necessary repairs or maintenance.

6.11  You will not sublet the Property at any time.

6.12  Complaints received after departure will not be accepted unless You have notified us of the complaint during Your stay thereby giving us the opportunity to address the complaint.

7.  DAMAGE TO THE PROPERTY FIXTURES & FITTINGS AND EQUIPMENT

7.1  In the event You or any Guest causes any damage to the Property or any fixtures & fittings or equipment, removes anything from the Property which belongs to us or does anything which will result in additional cleaning being necessary, You will be liable for such damage or loss.

7.2  We reserve the right to charge You for such damage or loss including (but not limited to) specialist cleaning, repair or replacement. An appropriate deduction or deductions will be made from the Security/Damage Deposit.  Please note that if such damage or loss is more than the amount of the Security/Damage Deposit we reserve the right to take further action against You which could include the commencement of court proceedings to recover all such losses.

7.3  Should a Guest smoke in the Property we will charge You a minimum of €300.00 for specialist cleaning.

7.4  An administrative fee of a minimum €50.00 will be charged in addition to the costs we incur from all third parties for any damages or losses.

8.  CHILDREN

8.1  If any Guest is a Child You will ensure that the Child is accompanied by a parent or guardian who is also a Guest;

8.2  You acknowledge that the safety of all children will remain the responsibility of their parents or guardians at all times; and

8.3  In relation to the properties Casa da Aldeia, The Figos (Casa do Figo &/or Pequeno Figo) and Casa do Medronho, children must be supervised at all times when in the pool area.

9.  PETS

9.1  No pets are allowed at or in the Property or its grounds. If pets are found to be at or in the Property or in its grounds an automatic deduction of a minimum of €300.00 will be made from Your Security/Damage Deposit.

9.2 You must advise us at the time of making the Reservation if you have an assistance/support pet.

10.  CANCELLATION

10.1  Cancellation by You

10.1.1  In the event that You have to cancel the Reservation or You and Your Guests are unable to occupy or use the Property no refund will be made in respect of any monies paid in accordance with clause 4.

10.2  Cancellation by us

10.2.1  If for any reason we have to cancel Your Reservation either in advance of the Arrival Date or during Your stay due to circumstances beyond our control and no alternative accommodation managed by Idyllic Holiday Properties can be provided, Idyllic Holiday Properties shall not be liable. No refund of any Rental Monies paid will be made and any other refunds will only be given at the sole discretion of Idyllic Holiday Properties depending on the circumstances

10.2.2  We reserve the right to cancel Your Reservation prior to the Rental Period if it becomes apparent that the number of Guests exceeds the Maximum Occupancy as stated in the property details on the Website and no refund will be made in respect of any monies paid in accordance with clause 4.

10.3  Circumstances deemed to be out of the control of Idyllic Holiday Properties as stated in clause 10.2.1 include but are not limited to; natural disaster, acts of terrorism, war, riot or civil commotion, malicious damage, to abide by any law, governmental order, rule regulation or direction, accident, fire, flood, hurricane or storm, other circumstances affected the supply of water and/or electricity.

We recommend that Renters take out adequate travel and holiday cancellation insurance to cover such circumstances.

If a pandemic, similar to that in 2020 caused by COVID-19, arises resulting in travel and rental restrictions imposed by Central State/Government/s whereby travel by the renter to the holiday rental property is prevented and/or the holiday rental property cannot be let, the cancellation provisions set out in clause 10 above will be reviewed and available on request.

11.  AMENDMENTS BY YOU

11.1  Amendments to the Reservation such as guest numbers and/or arrangements must be requested to us by email.  Idyllic Holiday Properties will use its best endeavours to accommodate any changes to the Reservation.

11.2  Additional Rental Monies and/or other costs may be incurred and will be based on the prices that apply at the time of the amendment.

11.3  Any requested amendment will only come into effect when you have received email confirmation from Idyllic Holiday Properties that the Reservation has been amended.

11.4  These terms & conditions will apply to any amendments to the original Reservation.

11.5  For each amendment requested by You a €50.00 administration charge will apply.

11.6  For the avoidance of doubt, re-scheduling of the Rental Period is NOT deemed to be an amendment to Your Reservation.

12.  AMENDMENTS BY US

12.1  We will do our utmost to provide the accommodation in accordance with Your Reservation but we retain the right to modify or alter arrangements either in advance of the Arrival Date or during the Rental Period if essential remedial or refurbishment works are needed. In such circumstances we will endeavour to provide alternative suitable accommodation managed by Idyllic Holiday Properties.

12.2  Should the Booking be amended by us in accordance with clause 12.1 we will not be liable for any third party costs and would recommend that You have insurance to protect You from any losses.

13.  GUEST OBLIGATIONS/BEHAVIOUR

13.1  As the Property is located in a residential area all Guests are expected to conduct themselves in a safe, orderly and acceptable manner at all times and will not disrupt or be a nuisance to neighbours or anyone else. Conduct that we reasonably consider to be disruptive, a nuisance or inappropriate includes, but is not limited to:

(a)  creating an inappropriate level of noise;
(b)  drunken, unruly or immoral behaviour and/or
(c)  any behaviour which other Guests or staff find offensive in any way.

13.2  If we (acting reasonably) deem that a Guest’s conduct is disruptive or a nuisance we will ask that such behaviour ceases but in the event that it does not we reserve the right to immediately terminate the Reservation at which point all Guests must leave the Property.

13.3  Offensive and illegal behaviour by a Guest will not be tolerated and we reserve the right to immediately terminate the Booking at which point all Guests must leave the Property.

13.4  If a Reservation is terminated in accordance with 13.2 or 13.3 our obligations to You in relation to that part of the contract will cease immediately.  We will have no obligation to refund You for lost accommodation and we will not pay for any expenses or costs incurred as a result of the termination of that Reservation.

13.5  You will ensure that all furniture, fixtures and equipment supplied with the Property are used in the correct manner and that under no circumstances must electrical appliances or large items of furniture be moved without the prior agreement of Idyllic Holiday Properties or the manager.  All rules and signage must be adhered to.

13.6  All Guests will comply with all regulations imposed by Idyllic Holiday Properties, a copy of which will be at the Property.

13.7  If barbecues are provided at the Property you must ensure they are used responsibly and will be left in a clean condition and ready to be used by subsequent renters. Failure to comply with this clause will result in an appropriate deduction being made from the Security/Damage Deposit.

13.8  You will be liable for any damage to furniture, fixtures or equipment caused by You or any Guest (fair wear and tear excepted).  Full payment for such damage or loss is set out in clause 4.2.

13.9  You will make sure that the Property is left in a clean and tidy condition.  In the event that additional cleaning, over and above what is considered usual by Idyllic Holiday Properties, is required You will be responsible for all additional costs as set out in clause 4.2.

13.10  All personal property belonging to any Guest will be removed from the Property on the Departure Day.   Idyllic Holiday Properties will not be held responsible for any personal belongings left at the Property.  Any such belongings will be disposed of.

13.11  A deduction of €20.00 per key will be made from Your Security/Damage Deposit for any lost keys.

14.  PRICING AND OTHER ERRORS

14.1  We try to make sure that all information, including descriptions of our accommodation and prices contained on our website or sent to You, are accurate and correct, however mistakes do happen and we will resolve any errors which we are aware of as soon as possible but in any event we reserve the right to cancel the Reservation and issue a full refund of any monies paid.

15.  OUR LIABILITY

15.1  Personal belongings are the responsibility of You and/or Your Guest.

15.2  Cars at the Property are parked at the owner’s risk.

15.3  Although we make the Property as safe as possible, certain characteristics, for example uneven floors, steps, terraces etc, may pose a problem for some guests.  We endeavour to describe the Property as accurately as possible but You are responsible for the safety of Your Guests.

15.4  Our entire liability for losses You suffer under these Terms and Conditions is strictly limited to the price of the Contract.

15.5  Despite the limitations within this clause 15 we do not in any way limit our liability:

(a)  for death or personal injury caused by our negligence;
(b)  for fraud or fraudulent misrepresentation or
(c)  for any matter for which it would be illegal for us to exclude or attempt to exclude our liability.

15.6  We may provide links on our Website to the websites of other companies, whether affiliated with us or not. These links are provided to assist visitors using our site and we cannot be held responsible for such links and these links do not constitute an endorsement of any companies, persons or organisations by us.

15.7  We do not accept any responsibility or liability resulting from any event or circumstances which are outside of our control.

16.  PRIVACY

16.1  Personal information, such as Your contact details, provided to us during the Reservation process will be held in accordance with current Data Protection legislation.  You re-mail address and mobile phone number will be passed to our local management.

17.  ENTIRE AGREEMENT, TERMS AND CONDITIONS

17.1  These Terms and Conditions and any document expressly referred to in them represent the entire agreement between us in relation to any Contract and supersede any prior agreement, understanding or arrangement between us, whether oral or in writing.

17.2  We each acknowledge that, in entering into a Contract, neither of us have relied on any representation, undertaking or promise given by the other or be implied from anything said or written in negotiations between us prior to such Contract except as expressly stated in these Terms and Conditions.

17.3  Neither of us shall have any remedy in respect of any untrue statement made by the other, whether orally or in writing, prior to the date of any Contract (unless such untrue statement was made fraudulently) and the other party’s only remedy shall be for breach of contract as provided in these Terms and Conditions.

17.4  We reserve the right to change these Terms and Conditions at any time to reflect changes in market conditions affecting our business, changes in technology, changes in payment methods, changes in relevant laws and regulatory requirements and changes in our system’s capabilities.

17.5  If You or Your Guest breaches these Terms and Conditions and we take no action, we will still be entitled to use our rights and remedies in any other situation where You or Your Guest breaches the Terms and Conditions.

17.6  In the event that any word, phrase or provision in these terms and conditions be incorrect or unenforceable in any respect this shall not prejudice the remainder of the terms and conditions.

17.7  The Renter agrees that the Renter has read these terms and conditions and agree that they are legally binding.

18.  LAW AND JURISDICTION

18.1  The Contract and any dispute or claim arising will be governed and construed in accordance with the law of the United Kingdom.

 

08.09.22

 

Privacy Notice

We process personal data about you (which may be held on paper, electronically, or otherwise) and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of what information we collect and how we will handle your information.

We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679.

Our Data Protection Officer is Melanie Gurney office@shieldmanagement.co.uk and any questions relating to this notice and our privacy practices should be sent to her.

How we collect information from you

We collect information about you from the correspondence between us and the details you enter at the time of making the reservation.

What information we collect

We collect the following information about you:

Name, address, email address, telephone number, Passport/ID details.

In some instances we hold information relating to bank accounts including account number and sort code.

For Portugal holiday rentals we also collect information such as name and passport/ID details for all occupants.

Why we need this information about you and what we are going to do with it

We require your information to:

• prepare rental documentation and manage your rental and
• for all other purposes consistent with the proper performance of our business.

Sharing of Your Information

The information you provide to us will be treated as confidential and will be processed only by any third party, acting on our behalf.  Your information will only be stored within the UK and EEA save for America holiday rentals, names, address, email address and telephone numbers only will be passed to agents instructed by us in America.

You will be required to enter your information into the Master in Soft booking system as required for the administration of our rental bookings.

We will also disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• To enable us to properly manage the holiday properties to which the rental relates whereby appropriate contact information may be disclosed to any relevant local representative/s with the day to day management of the rental property.
• For all other purposes consistent with the proper performance of our operations and business.
• For legal reasons the names, address and passport/ID details for all occupiers of our Portugal rental properties must be passed to Servico de Estrangeiros e Fronteiras.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe either electronically (password protected) or in a location which is either staffed or alarmed.

How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant purpose, or as required by good business practice or law.

Your Rights

You have the right at any time to:

• Ask for a copy of the information about you held by us in our records;
• Require us to correct any inaccuracies in your information;
• Make a request to us to delete what personal data of yours we hold; and
• Object to receiving any marketing communications from us.

To exercise any of your rights above please contact us at office@shieldmanagment.co.uk

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/ our use of your information.  The Information Commissioner’s contact details for England are: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Email: casework@ico.org.uk

The accuracy of your information is important – please help us keep our records updated by informing us of any changes to your email address and other contact details.

 

09.02.22