Terms and Conditions
Please read these booking conditions carefully as they will form the holiday contract between us and all the persons named on your booking form or persons named by email communication. Failure to notify us of all guests is a breach of these Booking Conditions.
In these Booking Conditions "you" and" your "means all persons named on the booking form (including anyone who is added or substituted at a later date). "We" "us" “our” means Luxury Dordogne Villas, of Unity Chambers, 34 High East Street, Dorchester, Dorset DT1 1HA .
1. THE PROPERTY
1. 1. The property known as Acabanes, is offered for holiday rental, subject to confirmation by Tracey Jones, of Luxury Dordogne Villas Ltd.
2. HOW TO BOOK
2.1 You must contact us before making a booking to obtain confirmation of availability. Subject to availability, and on your request, a provisional reservation will then be made. The following must then be sent to us within 7 days:
(a) The completed booking form: The person who completes the booking form certifies that he/she is authorised to agree the Booking Conditions on behalf of all persons included on the Booking Form, including those substituted/added at a later date. The signatory must be a member of the party occupying the property and must be 18 years or over. Bookings cannot be accepted from parties of young people less than 18 years of age.
(b) The payments referred to in clause 3.1 below (Failure to meet this requirement may result in a cancellation of the provisional booking)
3.1 For holidays of 2 weeks or less, a non-refundable deposit of a 50% of the rental cost must be paid within 7 days of making your provisional reservation.
3.2 The balance must be paid not less than 3 months (84 days) prior to your arrival at the Property. This must be accompanied by a security deposit of £1,000.
3.2 For holidays of more than more than 2 weeks duration we require the following payments; 1st payment of 50% at time of booking, 2nd payment of 25% by the 31st December and a 3rd payment of 25% plus the security deposit not less than 3 months prior to your arrival at the property. If your holiday falls before the 31st December in the same year, then the 1st deposit payment is 75% and the 2nd payment 25% not less than 3 months prior to your arrival at the property.
3.3 Late payments will incur interest of 5% Bank of Enlgand base rate and we are also entitled to treat your booking as cancelled if you fail to pay the balance on time. (See Cancellation, clause 8)
3.4 Bookings taken within 3 months of your arrival at Acabanes must be paid in full, including the security deposit.
4.1 Once we have received your booking form and all appropriate payments, we will confirm your booking by issuing a confirmation to the party leader. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later.
4.2 A binding contract between you and us will come into existence on receipt of your deposit.
5.1 The prices given are in sterling and the rental price is weekly, unless otherwise stated.
5.2 Acabanes is let fully furnished and equipped. The price for Acabanes includes linen and electricity (except during the Low season).
5.3 We reserve the right to make changes to and correct errors in advertised prices at any time before your holiday is confirmed. We will advise you of any error of which we are aware of at the time of booking.
6. SECURITY DEPOSIT
6.1 A security deposit of £500 for holidays in 2019 and from 2020 onwards £1,000, is required to cover the cost of any damages or breakages to, or at the property and for the private use of the telephone. This amount will be cashed 3 months prior to your arrival at the property and is payable with your holiday balance.
6.2 It may take up to 2 weeks after your departure from the property to return the deposit to you. Delays can be caused whilst waiting for proof of damage and telephone consumption.
6.3 The cost of any damage caused by you will be deducted from the security deposit and the remaining balance will be returned to you. If the security deposit paid by you is not sufficient to cover the cost of such damage, we will be entitled to recover any additional costs from you, including legal costs.
6.4 Some damages may not be immediately obvious to us upon your departure. We reserve the right to charge you for any damage noted in the property after your departure.
6.5 Unless otherwise specified, security deposits will always be refunded to the party leader
6.6 We reserve the right to hold the security deposit for longer than 2 weeks if there is a dispute over damage, or we are awaiting bills/proof of damage.
7. ALTERATIONS/CANCELLATION BY THE OWNER
7.1 In the unlikely event of a significant change or cancellation of your booking by us, we will inform you as soon as possible. A refund will be given of all monies paid by you.
8.CANCELLATlON BY YOU
8.1 Any cancellation by you (for whatever reason) must be in writing or email. The effective date of cancellation is the date we receive written notification.
8.2 If you cancel 3 months or more prior to your arrival at the property you will lose your deposit.
8.3 If you cancel less than 3 months before your arrival at the property or the booking is cancelled due to your non-payment, Luxury Dordogne Villas shall be entitled to the full cost of the holiday from you.
8.4 We will endeavour to obtain a replacement client. If a replacement is obtained, we will then refund all monies paid by you, less any difference between the price you paid for the property and the price paid by the replacement client and any additional marketing expenditure that we incur.
8.5 If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. Claims must be made direct to the insurance company concerned.
9. YOUR RESPONSIBILITIES
9.1 You must keep the property and all furniture, fittings, facilities, equipment and grounds in the same state of repair and condition as at the commencement of the holiday, and in the same state of cleanliness and general order in which it was found. You will be responsible for the payment for any breakages, loss or damage to the property caused by you. (We recommend that you take out adequate insurance cover to cover this). Luxury Dordogne Villas reserves the right to make deductions from the security deposit for any extra cleaning, over the number of hours committed to departure cleaning, and to claim against you for damage or loss, the cost of which exceeds the security deposit.
9.2 You must report to us, without delay, any defects in the Property or breakdown in the equipment, plant, machinery or appliances in the Property and garden, and arrangements for repair and/or replacement will be made as soon as possible.
9.3 The parking of caravans/pitching of tents at the property is strictly forbidden.
9.4 Smoking is strictly forbidden inside Acabanes.
10. NUMBER OF PEOPLE USING THE PROPERTY
10.1 Only the number of persons stated in the booking form or by email may use the property unless otherwise agreed with us. The maximum numbers of people, including infants allowed at the property may not be exceeded. Luxury Dordogne Villas has the right to terminate hire without prior notice and without refund or compensation if the numbers are exceeded. A pro rata sum will automatically be deducted from your security deposit for any additional adults/children.
11.1 We shall be allowed access to inspect the property prior to your departure. We also have a right to access the property during your stay to carry out maintenance and cleaning. Gardeners and pool maintenance may enter the grounds during your stay..
12.1 The person signing the contract is responsible for the correct and decent behaviour of the party. Should you or a member of the party not behave in such a manner, we may use our absolute discretion to terminate the holiday of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation. We will not have any further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
13. TELEPHONE CHARGES
13.1 A telephone is provided at the property (Tel No. 0033 5 53 61 33 81) and is available for the use of guests for local calls only, however not to mobiles.
14.1 Linen is included in the property.
Any bikes stolen whilst guests are using them, or as a result of the bike shed not being locked, or the bikes locks not being used will be chargeable to guests. We ask our guests to use the bike locks to secure the bikes in the bike shed as well as when using them outside the villa.
15. SWIMMING POOL AND GROUNDS
15.1 The swimming pool is not open all year round. If your rental period is outside April to Octobber please check with us that the pool is open, filled and ready for use. We cannot be responsible for low water temperatures at any period.
15.2 Please note that swimming pools carry dangerous risks. Before arrival at the property you will be required to read the booklet of Safety Procedures for the swimming pool in the Guest Area on the website. You are required to comply with them at all times. You will be required to sign an indemnity indicating that you take full responsibility for the safe operation of the swimming pool and its environment. Failure to sign this indemnity or adhere to the guidelines will result in the swimming pool being locked and not available to your party.
15.3Upon arrival at the property you and all members of your party must take time to familiarise yourselves with the location, layout and depth of the swimming pool. Please take note of any pool warning signs, depth markings and other instructions for use, which may be displayed. Pool safety is of the utmost importance. Children must be supervised by an adult at all times. You and your party agree to take full responsibility for the safety of all members of your party in and around the swimming pool.
15.4 No glass or china is to be taken or used in the pool area. Plastic glasses are provided. Should any glass or china fall into the pool, we may need to empty, clean and re-fill the pool. This can take a number of days. Any costs related to this including compensation to future guests will be charged against your security deposit and if this is not sufficient any additional costs will be claimed from you as stated in section 6 of these c15.4a If any damage is made to the liner, then we may need to empty, clean and re-fill the pool. This can take a number of days. Any costs related to this including compensation to future guests will be charged against your security deposit and if this is not sufficient any additional costs will be claimed from you as stated in section 6 of these conditions.
15.5 Young children must not be allowed to wander unaccompanied in the grounds of the property.
15.6 Any bikes stolen whilst guests are using them, or as a result of the bike shed not being locked, or the bikes locks not being used will be chargeable to guests. We ask our guests to use the bike locks to secure the bikes in the bike shed as well as when using them outside Acabanes.
16. SECURITY AND VALUABLES
16.1 Any valuables left at the property are left at your own risk. We are not responsible for any loss.
16.2 Proper care must be taken against theft and burglary. It is essential and your responsibility to ensure all doors, shutters, windows are closed and locked when leaving the property, or when by the poolside/in the grounds.
16.3 No refund can be given should you decide to vacate the property as a consequence of a burglary.
17. ARRIVAL AND DEPARTURE
17.1 Arrival is after 17.00 hrs local French time (Normally GMT + 1 hour).
17.2 You must vacate the property by 09.30am on the day of departure.
18.1 We reserve the right to make modifications to the property specification that are considered necessary in light of operating requirements. In the interest of continual improvement we reserve the right to alter furniture, amenities, facilities, or any part of any activities, either advertised or previously available, without any prior notice. See also clause 7.
19.1 Pets are welcome only with our explicit permission.
19.2 We reserve the right to charge a supplement, and/or increase the security deposit.
19.3 The number of pets must be agreed prior to acceptance of booking.
19.4 If you do not inform us of any pets, we reserve the absolute right to request either the pet is placed in kennels in France for the duration of your stay or your removal from the property without refund or compensation.
20. OUR LIABILITY
20.1 We cannot be held responsible for noise or disturbance originating beyond the boundaries of the property or which is beyond our control.
20.2 We cannot be held responsible for the breakdown of mechanical equipment such as pumps, boilers, water heaters, water tanks, swimming pool filtration systems, nor for the failure of public utilities such as water, gas, electricity and the telephone line.
20.3 We shall not be liable for any loss, breach or delay due to any cause beyond our reasonable control including, though not limited to act of God, explosion, tempest, fire or accident, war or threat of war, civil disturbances, acts, restrictions, regulations, bye-laws, or measure of any kind on the part of the government or local authorities, strikes, lockouts, or other industrial actions or disputes or adverse weather conditions. In any case we shall be entitled to treat the contract as discharged
20.4 We cannot accept responsibility for events out of control e.g. bad weather, delay caused by carrier company, breakdown of domestic equipment.
20.5 We cannot be held responsible for any injury, loss or damage to you personally, when using the accommodation, grounds, equipment or other amenities. The use of these amenities is entirely at the your own risk and we accept no responsibility.
20.6 We cannot be held responsible for any damage to, or loss of your belongings or your vehicles when using the accommodation, grounds, equipment or other amenities. The use of these amenities is entirely at the your own risk and we accept no responsibility.
20.7 In the event of discharge our liability shall be limited to the return of the sums paid to us in respect of the unused portion of the holiday calculated on a pro rata daily basis.
21.1 It is guests responsibility to ensure they have comprehensive travel insurance and that E111 cards are carried.
22.1 This contract and all matters arising out of it are governed by English law and shall be deemed to have been made in England . We both agree that any dispute, claim or other matter which arises out of or in connection with your contract will be dealt with by a court of competent jurisdiction in England.
23. DATA PROTECTION
In accordance with the 1998 data Protection Act we will ensure that:
23.1 The collation of personal information is fair and lawful.
23.2 We take responsibility for all personal information held and used and that appropriate security measures are in place to protect this information.
23.3 We request full details of all party members on our booking form as a safety measure whilst you are on vacation.
23.4 Please let us know if you would like your personal details to be removed from our database, after your holiday.
24.1 In common with most of rural France, we are serviced by a septic tank. It is important that no sanitary or baby items are flushed down the toilets and only French toilet paper is used (English toilet paper is apparently indigestible to the septic tank flora!) Only toilet cleaners suitable for septic tanks may be used. However, we will provide an initial supply of toilet tissue and cleaner for you during your stay.
25 ACABANES IMPORTANT DEPARTURE INFORMATION
25.1 Please read as it affects the return of your £500 security deposit
Acabanes is a self catering home. Arrival time is from 5pm & departure is no later than 9:30. Please respect these times to ensure our high standards are maintained for the following guests. Acabanes is fully booked throughout the year with back to back bookings
DEPARTURE DAY – please follow the few simple courteous steps below. This respects the next guests so that they are able to have access on time to start enjoying their holiday
Leave house as you found on your arrival
Ensure all the keys are stored safely in the Key Box in the kitchen
Empty all bathroom bins before your departure and place used towels in bath/shower
Bedrooms – no need to strip beds
Used infant equipment – clean all equipment & leave in kitchen for inspection by our caretakers. Dismantle travel cots and fold high chairs
Kitchen – place your breakfast dishes in the dish washer & empty kitchen bin into wheelie bin on drive
Do not leave your glass recycling & take to recycling facilities in local villages and supermarkets
Gas BBQ – burn off food residue from your last BBQ & clean with “brush cleaner” in bbq drawer.
Dogs – pick up their little presents so that next family don’t have any nasty surprises
Key – leave in post box next to wheelie bins or hand to our caretakers who arrive at 9:30
Acabanes is available throughout the year and is generally let from Saturday to Saturday, arriving at 5pm and departing at 9.30am.
Please contact us before making a booking to obtain confirmation of availability.
We ask for a 50% deposit on booking Acabanes and the balance payable 3 months prior to commencement of your holiday.
In addition we ask for the breakage deposit stated above.
For ease you can email or post us your booking form.
If you send your form, please make sure your deposit accompanies it by bank transfer.
If you email your form, the deposit must be received within 7 days. If for any reason you have to cancel your booking please inform us in writing.
Please read the detailed booking conditions before signing and returning the booking form.
The price includes bed linen, towels, gas, electricity and water (except in low season).
In low season it may be possible to accommodate short breaks or rental periods commencing mid-week. Please contact owners for further details.