Effective 2nd February 2021
BOOKING TERMS & CONDITIONS
Please read these Booking Conditions carefully as they, together with the specific information about your confirmed accommodation, form the basis of your accommodation contract with the Owner and you will be bound by them. In these Booking Conditions ‘we’, ‘us’ and ‘our’ means of Algarve Villa Holidays Ltd. (AVH), registered in England and Wales, Company nº 5009644. ‘You’ and ‘your’ means the party leader and all persons named under the booking.
To confirm a booking, you must:
a) Your party leader should complete an online booking request form with all relevant details, including any special requests, once confirmed, all of the party’s details are to be provided and forwarded to us.
b) Make an initial deposit of 25% of the accommodation price. This deposit is, under normal circumstances (see section 5.4 for general and villa exceptions) non-refundable and non-transferable or full payment if booking is within 6 weeks prior to your arrival, via bank transfer, or credit/debit card. The balance of the accommodation must be paid up to 6 weeks prior to your arrival, or is due immediately, if the booking is less than 6 weeks. If we do not receive this balance in full, and on time, we reserve the right to treat your booking as cancelled by you. Please note that your booking is only definitely booked after receipt of your deposit and payment, and remittance of our Booking Confirmation.
c) Where extras such as cots, highchairs, extra beds, pool heating etc. are available there will often be a supplementary charge. The available items and prices for each property are displayed on our website and on the online booking form. All extras must be added at time of the booking.
We do not guarantee the availability of extras which are not booked at the time of booking, and therefore we strongly recommend these are booked as early as possible.
We reserve the right to alter any of our advertised accommodation prices. We also reserve the right to correct errors in both advertised and confirmed prices. Prices for accommodation are stated in Pounds Sterling (GBP). The Euro (€) prices are for guidance purpose only. If the villa rental and where applicable associated costs, is paid by us in euros and the €/£ exchange rate deteriorates substantially, we reserve the right to impose a surcharge as necessary. You will be charged for the amount of any increase in accordance with this clause. However, if this means that you have to pay an increase of more than 8% of the total price of your confirmed holiday, you will have the option of:
i. Accepting the price increase and paying the requested amount;
ii. Accepting a change to another accommodation, if we are able to offer one (if this is of equivalent you will not have to pay more but if it is a lower price you will be refunded the difference in price); or
iii. Cancelling your confirmed booking and receiving a full refund of all monies paid to us. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue date printed on your final invoice.
There will be no change made to the price of your confirmed holiday within 6 weeks of your departure nor will refunds be paid during this period.
The price of your confirmed holiday is subject at all times to changes in:
- The level of taxes or fees applicable to the holiday imposed by third parties not directly involved in the performance of your holiday, including tourist taxes.
3. Your Responsibility for Your Booking
3.1. When you make a booking, you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these Booking Conditions. This means that you are responsible for making all payments due, notifying us if any changes or cancellations are required and for receiving the confirmation and keeping your party informed.
3.2. Passports and Visas
Passports must have 6 months validity from your date of arrival. If you are not a British or EU citizen you should contact your Embassy to find out if you or a member of your party should obtain a Visa prior to your departure date. We are unable to accept responsibility for your failure to carry valid passports, visas, or driving licences. Some counties, including Portugal, require persons under 18 years old who are travelling with friends and not family to hold a letter of permission from their parent or guardian.
In Portugal the local authorities require villa owners or their representatives to report the names, addresses and passport details of guests staying at their accommodation. Any guest who does not comply with this requirement is committing a punishable offence.
4. Occupancy, Young Adults, and same Gender groups
Your accommodation is reserved for the exclusive use of the persons named on the booking form / party members list, and no other person(s) may use the property. Please note that groups of young adults (18 - 25 years) may not be accepted for sole occupancy in some properties, and therefore we ask for details of ages on the booking form. If you are a group of young adults aged under 25 you must check with us that the owner will accept your party and there may be an additional deposit required.
We reserve the right to refuse any booking made by a group of individuals of the same gender, or to cancel any holiday where the original party is, or appears to be, of mixed gender but which subsequently is found to be of the same gender. Only those persons named on the booking form may occupy the villa; any additional persons added or changes made to the booking by you, once it has been confirmed, must be approved by AVH.
5.1. Cancellation/Amendment by You
Once the booking has been confirmed, the client who made the booking must either, for adding extras, go online and update the booking request or email firstname.lastname@example.org if they wish to cancel or amend any part of the booking. Any changes to the booked holiday will become effective on the date we acknowledge the online request or receive the email. If you cancel after we have confirmed your booking cancellation charges will be payable based on the total cost less any extras that have been booked. The cost of cancellation increases the closer you get to the departure date.
Should a booking be cancelled the following charges will apply from the date, the cancellation is received by us:
- more than 6 weeks (42+ days) prior to departure, loss of deposit, insurance waiver and amendment charges (if applicable).
- 42 - 30 days prior to departure, 70% of the cost of your booking
- 30 - 0 days prior to departure, 100% of the cost of your booking.
It is therefore essential that every person in the party takes out a holiday insurance from the moment of booking, which includes cancellation cover and personal liability cover. It is your responsibility to ensure that the insurance you purchase is adequate and appropriate for your particular needs.
5.2. Cancellation by Us
In the very unlikely event that specific accommodation ceases to be available as booked and we are unable to offer you equivalent alternative accommodation we will offer you a full refund.
5.3. Force Majeure
We will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we could not, even with all due care, foresee or avoid. These events can include, but are not limited to war, threat of war, civil strife terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside of our control. We reserve the right to modify or withdraw any accommodation booking on the Owners’ behalf due to circumstances beyond our control and cannot be liable for any loss, expense, inconvenience or claim arising from cancellation, and you will receive a full refund of any monies paid.
5.4. Coronavirus (COVID 19)
As a result of the ongoing Covid-19 global crisis we accept our responsibility to comply with all Governmental and Local advice.
If after you have made the full payment you are unable to travel due to government restrictions relating to the Covid-19 pandemic, we will liaise with the villa owner(s) to find a solution for you. However, some villas have conditions relating to the level at which the deposit will be refunded these are specified under the Booking Conditions section of the applicable villas on the website.
The options, subject to potential price changes and accommodation availability are: This may involve, subject to availability:
- postponing your booking to another time,
- If you are not ready to commit to alternative dates, we will honour any money paid as a credit for a future booking for the particular property,
- offer a reimbursement.
However, you should note that we will have no liability for refunds, compensation, cost and any other losses of any kind incurred by you in the following circumstances:
- Where you or any of your booked party test positive for Covid-19 and have to quarantine or have come in close contact with someone who has tested positive for Covid-19 and have to self-isolate for a period of time within 14 days of your departure date. In this case you must contact us immediately as you may be unable to travel. In this circumstance we will offer you the following options subject to availability:
o postponing your booking to another time, subject to any price adjustments that will be notified to you and accommodation availability.
o Cancelling your holiday in which case the standard cancellation charges will apply as detailed in paragraph 5.1 above.
o If you or any of your booked party test positive or come into contact with someone who has tested positive whilst on holiday, we will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering any associated costs whatsoever. You must ensure that you have appropriate travel insurance that covers these costs for you and your party.
o You fail any test or checks imposed by any agency which effectively means that you are denied entry onto your flight, your destination, and access to services which means that you are unable to proceed with your holiday or part thereof.
5.5. Measures being taken with our properties – ‘CLEAN & SAFE’
The safety and cleanliness of our properties is our utmost priority.
Following the guidelines of the Portuguese National Health and Local Lodging authorities ‘Clean& Safe ‘, all our staff are monitored daily for signs of high temperature, cough and breathing problems, and we are implementing the following additional cleaning and disinfecting safety procedures:
Bathrooms, kitchen, all door and cupboard handles, light switches, TV remote controls and floors throughout will be disinfected prior to your arrival.
All cutlery, crockery, utensils and glasses are washed at 60ºc.
The swimming pool will be especially carefully monitored and treated accordingly.
All towels and bed linens are washed at 60ºc
The maid service will be on a weekly basis i.e.: If you are staying for 7 days +, the maid will visit at the end of your 1st week. Washing liquid / powder or tabs, will be provided to enable guests to use the washing machine in the property should they wish to wash their towels mid-week.
Additional maid service is available as an optional extra. Please contact to request at the local property management office, Principal Lda. Tel: 00351 289591890 email: email@example.com.
We will provide a disinfectant in each property which you can use during your stay.
If you want to discuss anything or you have any concerns, please do not hesitate to contact us.
6. Changes to Your Booking
Although it is unlikely that we will have to make any changes to confirmed arrangements, it does occasionally happen, and we will advise at the earliest possible date. If for any reason beyond our control, the Owner is unable to provide the accommodation booked, we reserve the right to transfer you to a similar accommodation if available. However, if it is not possible or you do not wish to be transferred, we will cancel the booking returning any money paid. If, after the contract comes into effect, you wish to change any details of the booking (e.g., arrival date or accommodation) we will endeavour to comply. A fee may be charged for each amendment, plus any higher charges applicable to the new arrangements chosen. We cannot guarantee that date changes will be possible.
No refund can be paid in the event that you choose to curtail your stay at the accommodation. Your travel insurance may cover you and you should check your policy. If you choose to leave the accommodation due to a complaint without correctly following our complaints procedure or you unreasonably refuse alternative accommodation offered to you, you will not be entitled to a refund.
8. Special Requests
If you have any special requests you must advise us at the time of booking and confirm it in writing. Although we will endeavour to meet any reasonable requests, no guarantees can be given that any request will be met. Confirmation that a special request has been noted, or the inclusion of the special request on your written confirmation or any other documentation, is not confirmation that the request will be met. Failure of the Owner to meet any special request will not be a breach of your contract with them. Conditional bookings cannot be accepted i.e.: any booking which is specified to be conditional on the fulfilment of a particular request.
9. Accidental Damage Waiver
Villa and Apartment bookings are covered for accidental damage by the payment of a non-refundable charge of £10 per person. (The Accidental Damage Waiver). This charge will be added to your confirmation invoice and is payable with your balance payment. This Accidental Waiver covers accidental damage to the property during your occupation up to the value of 250GBP.
If you or any member of your party cause any damage to your holiday accommodation or any item in it or on its premises, you and/or your party will be required to pay for the loss and/or damage caused and we will hold you and each member of your party jointly and individually responsible.
This waiver expressly excludes damage caused through negligence and / or vandalism. For any damage to the property which exceeds the value of 250 GBP, or is caused by negligence and / or vandalism you will be asked to pay in full any balance due to our property management company prior to your departure.
10. Use and Condition of Property
Accommodation is reserved only for the persons named on the Booking Form. No other persons are permitted to stay in the property without our written permission nor shall it exceed the maximum number for the property. Unauthorised over-occupancy can result in penalty charges and/or immediate cancellation of the right to occupy the property. You agree not to use the property for any purpose other than as a private holiday residence for the people you list. If guests have friends staying in another property, at the same time, and they wish to invite them to use their facilities, they must first ask at our management office: Principal Lda, Estrada de Vale Rabelho, 8200-428 Albufeira, Tel.: (+351) 289 591890
10.1. Guests must behave with propriety, and not cause damage, distress, danger or annoyance to other clients, neighbours, or their property. If you do not comply with these responsibilities, we reserve the right to terminate your holiday immediately without any further liability. These circumstances will be treated as a cancellation by you. In these situations, no refund of any monies you have paid in respect of your booking will be made and we will have not had any liability to you as a result of this situation arising (including for example any costs or expenses you incur due to not being able to occupy the property, such as the cost of securing an alternative accommodation or the payment of any compensation to you). We will not be obliged to find any alternative accommodation for you. You must not damage any property with which you come into contact during your holiday, but if you do, you will be liable for the cost of repairs or replacements.
10.2. The manager or owner must be given reasonable access at any time. Essential repair work and maintenance may take place during the rental period. In cases of emergency or where a problem needs remedying quickly, and you cannot be contacted in time, the Owner or their representative is entitled to enter the property at any time without giving you prior notice.
10.3. Linen and towels are provided, (towels for the mid-week change are provided on your arrival in line with ‘’Clean & Safe ‘’ policy see para 5.5) and then changed with the linen and towels at the end of each week - additional changes may be arranged for an additional charge. Beach and Pool Towels are generally provided, unless the property description says otherwise, in which case you must bring your own. A maid service is provided, which is not available on bank holidays. Maids duties do not include the cleaning of cooking and eating utensils and equipment. On departure the kitchen should be left in a similar condition to which it was found. If the cleaning of the kitchen takes longer than normal then there will be a charge made accordingly.
10.4. No animals/pets are allowed.
10.5 Smoking is strictly not permitted inside the properties. If guests disregard this regulation, they will be charged for cleaning of all soft furnishings within the property, that have been affected.
10.6 Channels available on satellite T.V. vary, depending on the system. We do not accept any responsibility, or liability, for satellite channels that are no longer available, which is beyond our control.
11. Property Availability, Arrival & Departure Times
Properties are booked from 4 pm on your arrival day till 10 am on your departure day. On your arrival the maid may still be tidying up until possibly later. If this is the case, guests may leave their cases in the property, and enjoy the pool and terrace areas while the maid completes her work. If clients have a late departure time, they may leave their luggage at our local management office during normal office opening hours, or by prior arrangement, alternatively they also have an agreement with a local poolside snack/ bar, which offers full facilities for luggage, showers, pool, at no cost to our guests, they only expect our guests buy a drink, or something to eat. We reserve the right to invoice supplementary charges if the property is not vacated at the stated time.
12. Swimming Pools
Please be aware that pool tiles and the area around, can be slippery when wet, and take extra care when around the poolside. You remain responsible for the safety of those using the pool at all times and we cannot accept any liability in relation to your use of the swimming pool. You are recommended to never allow small children and non-swimmers unsupervised in or around the pool, nor to use the pool under the influence of alcohol or drugs. Diving is not allowed. Always familiarise all members of your party with the shallow and deep end of the pool.
13. Accuracy of Property Descriptions and Photos
We take great care to provide accurate information on the property. There may be small differences between the actual property /other services and its/their description, as Owners are always seeking to improve services and facilities. There may be occasions when facilities which are not under the Owners’ direct control may not be available. We reserve the right to change the accommodation descriptions at any time without notice.
14. Our Liability to You
As we act only as agent for the Owner, we cannot accept any liability for any injury, illness, death, loss, damage expenses, cost or other claim of any description if it results from the act(s)and or omission(s) of the person(s) affected:
- Any act(s) or omission(s) on the owner’s part or of anyone representing, or employed by them.
- Force Majeure (as defined in para 5.3)
- Any shortcomings or defects with any property, as all properties are within the sole control of the Owners.
As we act only as agent for the Owner, we cannot accept any liability for any act(s) or omission(s) on their part or of anyone representing, or employed by them. Further, we cannot accept any liability for any shortcomings or defects with or in any property as all properties are within the sole control of the Owners. If you have any complaints regarding any services we provide (as opposed to any provided by the Owner), you must inform us immediately in writing and in any event within 7 days of the end of any arrangements booked through us. We regret we cannot accept any liability if we are not so notified. Our maximum liability to you if we are found to be at fault in relation to any service we provide (as opposed to any service provided by the Owner for whom we are not responsible) is limited to the commission we have earned, or are due to earn, in relation to the booking in question. We do not exclude or limit any liability for death or personal injury which arises as a result of our negligence or that of our employees whilst acting in the course of their employment. Neither we nor the Owner, can be held responsible for noise or disturbance originating beyond the boundaries of the property, or which is beyond the Owner's control, for the breakdown of mechanical equipment such as pumps, boilers, swimming pool filtration systems, nor for the failure of public utilities such as water, gas and electricity.
15. Conditions of Service Providers and Owners
The services which make up your holiday are provided by persons, firms, companies and other bodies which are wholly independent of us and for whom we act as agents. These Service Providers and Owners provide services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the Owner’s liability to you.
16. Disabilities and Medical Problems
If you or any member of your party has any medical problem or disability that may affect your booking please tell us before you confirm your booking and give us full details in writing as soon as possible before you travel. If the Owner reasonably feels unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline or cancel the reservation.
If a guest has a complaint, it is essential that this is reported immediately to our local property management office: Principal Lda, Estrada de Vale Rabelho, Guia, 8200-428 Albufeira, Tel.: (+351) 289 591890, so that remedial action, where possible, can be taken. If this simple complaint procedure is not followed you will deprive the Owner of the right to investigate and rectify any problems, and this will affect your rights under this contract. The owner cannot be responsible for any claim made after departure.
These Booking Conditions and any contract to which they apply are governed in all respects by English law. Any dispute, claim or other matter which arises out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales.