GUEST TERMS AND CONDITIONS
1. THE AGENCY
C Eggleston, Trading as nightspace of 8 Arthington Avenue, Harrogate, North Yorkshire HG1 5NB (“The Agency “) acts entirely as a booking and operating agent. It arranges bookings and reservations of accommodation on behalf of third party “Property Owners “and acts as “agent” to you the business / holiday guest (“the guest”). References in these Conditions to “we”, “our” or “us” are references to nightspace. References to “you “or “your” are references to the person making the booking and all members of the rental party who have been notified to and accepted by us.
2. FORMATION OF CONTRACT
A binding contract between the “Guest” and the owner of the accommodation, the “Property Owner” shall be entered into upon issue of a Booking Confirmation. The Guest is solely responsible for payment of the accommodation. The Guest is wholly responsible for compliance with the Terms and Conditions set out hereunder and ensuring that any other visitors to the property adhere to the same. Occupation of the accommodation by the guest serves as acceptance of these terms and Conditions.
3. BOOKING AND PAYMENT
Booking requests can be made via email or phone, directly to “The Agency”, a confirmation will be sent in writing (normally by email). A 20% deposit will be charged to the credit / debit card upon reservation. The remainder will be charged to the same card the day before arrival.
In the case of last minute bookings ( bookings made 1 month or less in advance), payment will be taken in full at the time of reservation.
For longer term stays e.g. longer than 2 months, a deposit equal to 1 months’ rent will be held as a deposit and returned after departure once the property has been fully checked. Any damage, replacements or excess cleaning required will be deducted from the held deposit. A monthly payment system can be negotiated for longer term stays providing they have been agreed in writing by The Agency.
The Agency reserves the right to request a held deposit from the guest where they view necessary.
A charge of 2.5% will be levied for all credit card transactions, other than American Express which will be charged 3.7%.
4. CHECK IN AND DEPARTURE
Check in is from 3pm, a key will be left in a secure box on site and you will be given the access details once final payment is received. Please ensure keys are returned to the box where you found them. Lost keys will be charged at £20 per key. Please ensure you vacate the property by 11am on the day of departure, or a late check-out charge will apply at the rate of £30 per hour thereafter.
5. LIMITATION OF LIABILITIES
The use of accommodation and amenities, where offered, is entirely at the Guest’s own risk, and no responsibility can be accepted for injury, nor loss or damage to the Guest’s belongings. No responsibility can be accepted for loss or damage to any car or its contents or unavailability of the accommodation due to circumstances beyond our control. Neither The Agency nor the Property Owner accepts responsibility for any consequential loss as a result of the forgoing.
6. BOOKINGS FROM MINORS
Bookings from persons under the age of 18 years cannot be accepted.
The Agency does not warrant and is in no way responsible for the accuracy of any verbal information given or statements made. Images displayed on the internet and marketing material are for indicative purposes only and may not be entirely representative of the actual accommodation.
We reserve the right to pass on any Bank Charges in the conversion of Foreign Currency (costs for representing cheques). Cheques returned by the Bank, either to represent or to refer to drawer, will be charged at £20 to cover costs and inconvenience. Credit Card Payments may be made but a charge of 2.5% will be levied. Any call out charges which are not a result of any fault with the property will be charged at £25 per half hr, with a min call out fee of £25, please note this includes misplacement of keys / being locked out of the apartment.
Some of our Property Owners will accept a max of one or two pets, however this must be arranged via nightspace in advance of your arrival. There is a charge of £20 per pet. Please take care that the property and furniture are not damaged by pets, keep them off the furniture and remove any pet hair before departure. Extra charges will be levied for excess cleaning needed due to pets or the replacement of any carpets or furniture as required. This charge will be at the rate of cost plus 20% for administration of the work.
10. DAMAGE TO THE APARTMENT
You and anyone who occupies the apartment with you agree to keep the apartment (including all equipment, utensils, furniture etc) clean and tidy and to leave the apartment in the same condition as you found it upon your arrival. You and anyone who occupies the apartment with you further agrees not to use the apartment for any commercial purpose, including without limitation, assigning or subletting it or otherwise allowing anyone to occupy it who has not previously been accepted by us.
You are responsible for taking all reasonable care of the apartment and its contents. This includes ensuring all windows and doors are closed/locked when you are not physically occupying the property. You will be responsible for making good any damage or additional cleaning to/of the apartment or its contents and our general consequential losses which have occurred due to negligence, wilful or accidental damage or irresponsible behaviour, on the part of yourself or those occupying or entering the apartment during your stay.
Such damage must be reported without delay to us. We reserve the right to replace, clean or repair such items and charge costs (or estimated costs) to the credit or debit card provided. This charge will be at the rate of cost plus 25% for administration of the work and be subject to a minimum administration charge of £10.00. We will be under no obligation to seek quotations for work or seek your approval for it. We will however act reasonably.
Should the condition of the apartment be such that it could not reasonably be let as luxury short term, furnished accommodation then the guest will compensate the Property Owner for loss of rental income. If the property is a two bedroomed unit and only one bedroom is damaged we will charge 85% of the aforementioned rates. If the inability of the flat to be occupied causes the property owner or ourselves to lose a booking, we reserve the right to charge you the full value of that booking.
11. NUMBER OF PERSONS USING THE ACCOMMODATION
The number of persons using the accommodation (except for babies in cots where applicable) shall not exceed the maximum number stated, unless otherwise arranged. Cots shall be deemed suitable only for children of 2 years and under - Cots are only available by arrangement at the time of booking. The Property Owner is entitled to refuse admission to any persons or animals not declared/named on the Booking Form or agreed to in writing at an earlier date.
12. ALTERATIONS TO MARKETING LITERATURE
The information contained in the marketing literature produced is believed to be accurate at the time of going to press. However, the Agency reserves the right to make minor alterations if required, and shall endeavour, where possible to inform Guests of such amendments.
The property Owner or his representatives shall be allowed access to the accommodation at any reasonable time during occupancy, and at all times in the event of an emergency.
Whilst every care is taken to ensure complete satisfaction with your accommodation, in the unhappy event of you having cause for complaint, please contact nightspace at the first possible opportunity so every effort can be made to rectify any issues as soon as possible. Complaints cannot be dealt with effectively once the guest has departed from the accommodation.
We request that you keep noise volumes to an acceptable level. Any complaints resulting in a change of booking for your party or another party will carry an administration fee of £150 plus any extra costs incurred through relocating guests.
15. CANCELLATION AND AMMENDMENT POLICY
Should you wish to cancel your booking with us, you must notify us in writing as soon as possible by
email to: firstname.lastname@example.org
The booking will be cancelled with effect from the day that the written notice of cancellation is received by us.
Our cancellation charges are as follows:
Advance bookings (bookings received 30 days or more before arrival): Cancellations on or within 30 days of arrival, total amount is payable and will be charged to the card used for the initial 20% payment.
Cancellations in advance of 30 days before arrival: 20% cancellation fee will be levied, this will have been paid at the time of booking and is non refundable.
Late bookings (bookings received 30 days or less before arrival): These bookings will be charged at the full room rate, they will have been paid in full at the time of booking and no refund will be given.
For the avoidance of doubt, refunds will not be applicable for non-arrivals.
You are strongly advised to obtain appropriate and adequate travel and personal insurance cover as, depending on the reasons for your cancellation, you may be able to reclaim our cancellation charges from your insurance company.
Regrettably, and due to the difficulty in re-letting the apartment at short notice, any curtailment of your stay will be non refundable.
16. CANCELLATION OF YOUR BOOKING BY NIGHTSPACE
In the unlikely event that problems occur and your booking has to be changed or cancelled, we will contact you by telephone in the first instance where possible and as soon as is reasonably practicable to explain the circumstances of change or cancellation.
If a significant change has to be made, we will, if possible and as soon as reasonably practicable, offer you an alternative apartment of similar type and standard in a similar location for the same dates. Obviously, if the alternative apartment is advertised at a lower price, you will receive a refund (if you have already paid the balance of your total cost) of the price difference.
Providing the alternative accommodation meets the original requirements in terms of standard, location and price, no refund will be issued, if we cannot meet your original requirements tan a full refund will be issued.
Any amendments to Invoices, (i.e. name, address etc) will incur a charge of £25 - please ensure that the main named person on the Booking Form is the person to whom the invoice is to be made.
18. NO SECURITY OF TENURE
As the apartments are used as serviced accommodation they are exempt from security of tenure legislation. You acknowledge that you have the right to occupy the apartment for the purposes of a holiday or other short term stay and that you are not using it as a dwelling house.
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