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Vida Travel Group Ltd, (which shall be referred to in these booking conditions as “Vida Villas”) is a company registered in England and Wales with the registered company number 08081483 and whose registered office address at Drake House, Gadbrook Way, Gadbrook Park, Northwich, Cheshire, CW9 7RA
References to “you” and “your” in these booking conditions means the Lead Contact (as defined below) and all persons named on your booking confirmation. “We”, “us” and “our” means Vida Villas.
Please read these Terms & Conditions carefully they contain important information, which form your holiday contract with Vida Travel Group Ltd.
1. CONTRACT
Your contract is with Vida Travel Group Ltd of Drake House, Gadbrook Way, Gadbrook Park, Northwich, Cheshire, CW9 7RA, referred to as “Vida Villas” “we” or “us” in this contract. A binding contract is only entered into after you agree to the terms and conditions on the booking form and pay the deposit and we issue confirmation by return. By contacting us, and/or your travel agent, to make a booking you accept that you have the authority to bind all members of your party to these terms and conditions.
2. PAYMENT FOR YOUR HOLIDAY
A minimum none refundable deposit of 30% of the cost of your villa holiday is required at the time of booking. We reserve the right to vary the deposit as appropriate. The balance is due 8 weeks prior to departure. If the booking is made less than 8 weeks before departure, the full amount is due at the time of booking. If any balance remains unpaid, travel documentation will not be issued and we reserve the right to treat your booking as cancelled and apply the cancellation charge set out below in section 6. Final arrival and access documents will be sent to you approximately 2 weeks before departure by email.
Payment must be made in the currency of the invoice and you are responsible for any payment charges levied by your bank.
Balance payments should be made in sufficient time for cleared funds to reach our bank account by the due date. Payments made after the due date will be subject to a late payment fee of £10 per day, this will continue to accrue until 6 weeks before the start of your holiday, at this point we reserve the right to cancel all unpaid elements of the booking without further notice.
3. INFORMATION
Whilst we make every effort to ensure that the information on our listing pages is as accurate as possible, listings can be imported from 3rd party agencies and occasionally errors can occur in listings which are outside of our control . We reserve the right to make changes to the listings and any information they contain. You will be informed of any material changes before booking. We are specifically not responsible for third party information (from tourist boards and hotels for example) contained in any other brochures or websites.
4. AMENDMENT AND CANCELLATION BY YOU
(A) AMENDMENT
We will do our best to assist you in altering your arrangements after booking but cannot guarantee this will be possible. If alterations can be made you will be responsible for all extra charges and costs and we reserve the right to charge a £75 administration fee per person plus any applicable charges levied by our suppliers. We also reserve the right to treat any amendment less than ten weeks prior to departure as a cancellation and apply the cancellation charges set out below.
(B) CANCELLATION
All cancellations must be made in writing by the person who made the booking, this will be the lead name on the confirmation invoice, and are effective on the day we receive this written confirmation of cancellation. As we incur substantial costs and losses on a cancellation, we will apply the following cancellation charges, depending on when we receive the cancellation notice:
- More than 70 days before departure: loss of deposit
- 70 – 57 days before departure: 50% of total holiday price
- 56 – 43 days before departure: 75% of total holiday price
- 42 days or less before departure: 100% of total holiday price
The penalties are in addition to the non-refundable elements of the booking (such as credit card fees and administration charges) that have been contracted on your behalf and notified to you.
Agents or third party organisations acting on our behalf are unable to amend or change the contract or terms and conditions within it.
5. AMENDMENT AND CANCELLATION BY US
(A) AMENDMENTS
It is occasionally necessary for us to make changes to advertised products and services and we reserve the right to make such changes. In exceptional circumstances we may have to modify your villa holiday after booking. If the change is minor we will do our best to notify you in advance but are not obliged to do so and no compensation is payable. If the change is material (for example, a change of arrival time by more than 1 day, change of destination or to a lower standard of accommodation), we will notify you as soon as practically possible and offer you the choice of (i) accepting the alternative arrangements or (ii) arranging an alternative holiday with us or (iii) cancelling your holiday. Whichever option you choose we will pay you compensation unless the change has been caused by force majeure.
- More than 43 days before departure: Nil
- 42-29 days before departure: £10 per person (excluding infants)
- 28-15 days before departure: £20 per person (excluding infants)
- 14-0 days before departure: £30 per person (excluding infants)
(B) CHANGES DURING THE HOLIDAY
If we are unable to provide a significant proportion of your villa holiday whilst you are away, suitable alternative arrangements will be made for you at no extra cost to you, or, alternatively, you will be refunded for any part of the holiday not received. This does not apply to minor changes in your accommodation, itinerary or transportation.
(C) CANCELLATION BY US
Because we begin planning the arrangements, we offer many months in advance, we must reserve the right to make changes to and correct errors in villa details both before and after bookings have been confirmed. We must also reserve the right to cancel confirmed bookings.
Whilst we hope we will never have to cancel your holiday this can occasionally happen and we reserve the right to do so.
If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the following options:
(a) (for significant changes) accepting the changed arrangements; or
(b) accepting an offer of alternative arrangements, of a comparable or higher standard from us, if available, or
(c) if available, accepting an offer of alternative arrangements of a lower standard, with a refund of the price difference between the original arrangements and the alternative arrangements.
(d) a refund of all monies paid.
You must notify us of your choice within 48 hours of our offer. If we do not hear from you within this stated time period, we will contact you again to request notification of your choice. If you fail to respond within 24 hours, we will assume that you have chosen to accept the change or alternative booking arrangements.
(D) FORCE MAJEURE
Compensation will not be payable in any cases where an amendment, change or cancellation is due to “force majeure”, being unusual or unforeseeable events or circumstances beyond our control, the consequences of which neither we nor our suppliers could avoid. These include, but are not limited to, war, threat of war, riot, civil disturbance or strife, terrorist activity (actual or threatened), industrial disputes, technical or maintenance problems with transport, machinery or equipment, power failure, water supply failure, natural or nuclear disaster, fire, flood, drought, adverse weather conditions, levels of water in rivers, acts of God, closure of airports, changes of schedules or operational decisions of transport providers.
Unfortunately, rarely but from time to time thefts or break in occur at villas, in the event of this happening at your holiday villa and you not wishing to stay at the property any longer, Vida Villas will always endeavor to re-house guests in alternative accommodation. In the event no villa is available from our stock, we may be able to source alternative accommodation, however, any additional costs incurred will be chargeable to you.
(E) LOW BOOKINGS
Compensation is not payable if a holiday or tour does not take place because a required minimum number of passengers to enable the holiday or tour to take place has not been reached and you were informed of that requirement at the time of booking.
6. PRICES
All prices advertised or quoted are per villa per week and are in pounds sterling unless otherwise shown and are subject to change, up or down, until the booking is concluded. After that, we will only increase the price in limited circumstances to reflect increases in government approved taxes (including VAT), both in the UK and overseas, fees chargeable for services, Government action or exchange rate variation. If the surcharge would increase the cost of your holiday by 10% or more, you may cancel your holiday and receive a full refund. We will absorb, and you will not be charged, for any increase equivalent to up to 2% of the original price of your holiday (excluding insurance premiums and amendment fees). No surcharges will be made within 30 days of departure. Prices in this brochure were calculated on the exchange rate of £1 = €1.175.
7. OUR RESPONSIBILITIES TO YOU
We take care to ensure that all parties involved in the preparation and supply of your holiday maintain the highest standards. Please remember that the appropriate standards will be those prevalent in your destination, which may not be the same as developed international standards..
(a) Should failure in your holiday arrangements relating to you or any member of your party being killed, injured or becoming ill during or as a result of, a service supplied by us or holiday arrangements organised by us our liability to pay compensation is limited in accordance with the liability of the 3rd party service provider under any international convention which governs such services.
(b) Our liability to you does not apply if you or any member of your group is at fault; if the failure is the fault of someone else not connected with providing the services which form part of our holiday contract with you; the failure is due to any unusual or unexpected circumstances beyond our control, which we could not have avoided even if we had used all care possible or the failure is due to any event which we or the supplier of any service could not help, expect or prevent.
(c) Any acceptance of liability is subject to you agreeing to assign to us your rights against any third party responsible for the events leading to your claim and to you affording us all necessary assistance in pursuing that claim.
8. COMPLAINTS
If you have a problem during your holiday, please inform our resort representative/managing agent immediately who will endeavour to put things right. They are there to help and can often solve a problem and enhance your holiday enjoyment. If you feel your complaint is not resolved locally and you wish to take the matter further you must detail your complaint in writing within 28 days of completion of your holiday with us to our Customer Services Department at Vida Travel Group, Clearbrook House, Midford, Bath, Somerset, BA2 7DE, giving your booking reference and all other relevant information.
We are unable to accept any complaint or responsibility after this date has passed or consider any complaint relating to your accommodation, which has not been reported to our representative in resort. It is strongly suggested that you communicate any complaint to our representative without delay and complete a report whilst in resort.
If you fail to follow this procedure we will have been deprived of the opportunity to fully investigate and rectify your complaint whilst you were in resort and this may affect your rights under this contract. Compensation payments will only be considered where it is proven that any reported problem had a prolonged or major impact on the enjoyment of the holiday booked. It is not acceptable to make a serious complaint after you have left the property and when our local Representative and Vida Villas in the UK were not clearly made aware of the severity of your concerns. All complaints received will be investigated and responded to within 28 days of being received. Either a resolution will be offered or your claim will be rejected, you will have 28 days to accept the resolution or appeal the decision. Failure to accept or appeal the decision in writing within 28 days of receipt will render any claim null and void.
9. YOUR HOLIDAY ENVIRONMENT
We are unable to accept responsibility for any discomfort or inconvenience caused by the weather and climate conditions in your resort and will endeavour to resolve any situation caused as a result of adverse weather conditions promptly. In addition we ask you to consider the location of many of our villas where you may be aware of environmental noise including farm animals such as cockerels, dogs, goats and donkeys. In isolated cases small mice and rodents may also be seen in the natural environment surrounding your villa. During the summer months flies, ants and wasps are naturally occurring and we encourage you to follow basic food hygiene procedures including disposal of food waste including regularly placing rubbish in the bins located close to your villa. We do not accept responsibility or consider compensation for naturally occurring environmental conditions including resort and road noise.
10. BUILDING WORK
Building work in the general area adjoining our villas can occur during the season without prior notice to Vida Villas. We will always inform you of any building work we are aware of in advance of your holiday, if you become aware of building work during your holiday please report this to our representative. Such work is beyond the control of our local agents, owners, and ourselves, however, we will make every effort to have the work stopped if possible. Alternatively, if this is not possible we will offer you alternative accommodation, of the same or higher standard, strictly subject to availability. Unfortunately we do not receive advance notice when building works will begin, or in some cases recommence, where third parties over whom we have no control are carrying this out. Whilst we will always do our best to minimise any inconvenience or interruption to your holiday, we regret that this is a “Force Majeure” and we do not accept any liability or pay any compensation in respect of this.
11. AIR CONDITIONING AND ELECTRICAL APPLIANCES
Air-conditioning were stated in your villa description is provided for your convenience at no additional charge unless stated. A breakdown of the units can often occur where the units are operated for protracted periods of time and/or where doors and windows are left open. Air-conditioning is intended for use while you are present in the villa and doors and windows remain closed. In the event of a breakdown, a specialist engineer is often required. These third-party engineers often have a call out pattern which may take up to seven days before a visit can be arranged or essential parts are sourced. Vida Villas will not pay compensation due to the failure of any air-conditioning unit or electrical appliance. We will of course use our best endeavours to repair any malfunctioning equipment.
Air conditioning in certain properties may be operated on a timer basis if this is the case the timer will operate between the hours of 19.00 and 07.00 each day.
12. SWIMMING POOL AND UTILITIES
On infrequent occasions, there can be an interruption to water and electricity supplies and very rarely the use of swimming pool. Our local agent and suppliers will endeavour to resolve the problem within 24 hours or on the next working day. Please contact our local representative promptly if you experience loss of service.
The majority of our villas have private swimming pools which are not protected by fencing or alarms. Please note you and your party are responsible for all guests whilst staying at the property. Children should be supervised at all times when in the vicinity of the swimming pool and alcohol should be consumed responsibly to avoid accidents in and around the swimming pool, garden and villa.
All villas with pools have a strict NO DIVING policy which must be adhered to by all guests.
Should an accident occur in and around your villa you MUST inform our local representative immediately
WIFI and International TV are provided for your use in many villas, we cannot, however accept any responsibility for poor reception or loss of connectivity due to the inconsistency of the service provider and on occasions the remote setting of the property/ies.
13. TERMINATION AND INDEMNITY
You must accept responsibility for the proper conduct of yourself and any members of your party whilst on holiday. In cases of serious misconduct including but not limited to excessive noise caused by your party, over occupancy (maximum occupancy will be shown on our website for the relevant property, misuse or abuse of the property and / or fixture or fittings within the property, we reserve the right to terminate your holiday or that of any member of your party. If we do so, we shall have no further responsibility or liability to you. If you or any member of your party wilfully, recklessly or negligently cause any damage to any accommodation, property or person, you agree to indemnify us against any loss suffered by us (including legal costs), arising from such damage.
14. SECURITY DEPOSIT
Some properties will incur a non-refundable charge of £10.00 per person. This charge, which is called an Accidental Damage Waiver (ADW) will be added to your confirmation invoice and is payable with your holiday balance. The ADW is used to cover accidental damage that may occur up to the value of £300.00 per property. This waiver excludes negligence and vandalism. For any accidental damage that exceeds the value of £300.00 per bedroom, we reserve the right to invoice you for immediate payment.
Most villa and larger apartment bookings we will ask for a refundable security deposit which will be of varying amounts subject to the property booked (between £250 and £2000), this fee is refundable upon your return from holiday subject to a breakages / additional cleaning inspection on departure, or deduction of any other loss or cost that may be incurred by the owner. If damage or loss caused by you or your party exceeds the security deposit then we reserve the right to charge you the full cost of any repairs / replacement or costs that are deemed necessary to rectify the damage or loss.
Your acceptance of these booking conditions makes it your responsibility for the proper conduct of yourself and any members of your party including care and respect of the villa accommodation, pool and gardens during your stay.
All of our villas are inspected by our local staff and/or owners or their representatives on arrival and departure of each guest and we ask you to leave the property in a similar the condition to which you found it on your arrival and report any damages or breakages caused during your stay.
15. PASSPORTS, VISAS AND OTHER ESSENTIAL DOCUMENTATION (Not applicable to accommodation only holidays)
It is your responsibility to ensure that all necessary passports are machine readable. You should also ensure that all necessary visas, international driving licences, vaccinations and other health documents are in order. All passports must have a validity of at least six months from your scheduled return date to the UK. You will generally need clear/clean pages for visas, as required, to be inserted. You must read all documentation that is supplied to you and ensure that all information contained within is correct. Failure to do so may incur amendment charges, which are your responsibility.
Some countries and airlines now require additional passenger information (API). We will inform you which countries and/or airlines require this information. This information is compulsory and is required by authorities. It is essential that all clients provide the API prior to travelling. Failure to provide this information may result in you being denied boarding for your flight. No refund will be permitted and any additional costs will be borne by the named clients.
16. EXCURSIONS AND ACTIVITIES
We are only responsible for excursions and activities sold by us, which form part of your holiday contract.
17. JURISDICTION
This contract is governed by English Law and is subject to the exclusive jurisdiction of the courts of England and Wales.
18. TRAVEL INSURANCE
Your villa holiday accommodation booking does NOT include travel insurance and it is your responsibility to ensure you have adequate insurance cover. In accordance with normal industry practice, we will require you to have adequate travel insurance to provide accident and medical cover before your holiday departs. Such insurance should be valid from the date of booking and throughout the holiday duration and financially cover any probable loss through cancellation, amendment, accident or health related problems. You should ensure you are covered for all activities you are planning on your trip.
19. DATA PROTECTION POLICY
In order for us to process your booking we need to store and record your information, including data as supplied. This may include transfer of such information outside of the European Economic Area to parties involved in the arrangements of your holiday. Equally we use such information for updating our mailing lists and from time to time you may receive travel related information from us or from other companies related to Vida Villas. Should you not wish to receive such literature you must advise us in writing.
20. UK FOREIGN OFFICE ADVICE ON OVERSEAS TRAVEL
It is now assumed that British citizens are at risk of terrorism attack, be it in the UK or when travelling overseas. History has shown us these attacks can either be spontaneous or premeditated. For your guidance we suggest you visit the website of the Foreign Office on: www.fco.gov.uk or tel: 0845 850 2829. The website is regularly updated and provides you with country-specific information, including advice on terrorism and general matters on health and safety.
21. ADDITIONAL INFORMATION
In addition to these general booking conditions, specific relevant destination information may be contained within the individual brochures and websites.
We do not accept pets in any of our properties, unless by prior arrangement.
Cleaning and linen changes may be carried out during your stay, generally there will be a clean and linen change halfway through if you have booked the accommodation for 14 nights. Properties that are booked direct with the owner using our brokerage service have their own cleaning and linen change schedules and this is arranged by the owners.
Standard arrival time is 16.00 on your arrival day and the departure time is 10.00, the property must be vacated by this time.
All our properties are designated non-smoking, smoking is permitted outside and on the terraces. An additional charge will be levied for cleaning and airing of villas if you have smoked inside of them.
