Booking Terms & Conditions

The essential 'small print'. Please take the time to read these booking terms and conditions. This information is important.

The holiday contract

These terms and conditions (together with the other information on our websites and in our printed literature) form part of the contract between the person making the booking, acting on behalf of everyone named on the booking form (hereinafter called 'you') and The Holiday Villa Company Ltd (Reg. No. 7470800), including its associated brand names (hereinafter called 'the company'), acting on behalf of the owner or local letting agent where the accommodation is situated.

The contract between you and the company exists when the company issues your holiday confirmation in receipt of your payment. You should check all details on the confirmation carefully and advise the company immediately in case of error. For bookings made within 14 days of departure, the contract will exist when the holiday has been confirmed by the company.

Booking and payment

After making a reservation with the company, you should complete the online booking form, the first named person on the booking will be known as the party leader and must be over 18. All documentation is usually sent to the party leader and it is the duty of the party leader to distribute information to all other members of the party.

A non-refundable deposit of 25% of the accommodation rental is payable when you book your holiday, on receipt of your booking form we will confirm the availability of the villa booked and send you an invoice which allows you to pay by credit or debit card, cheque or bank transfer. The balance of your rental is due 10 weeks before departure. The balance due date is shown on your confirmation so please make a note of it as no reminders will be sent. If you book less than 10 weeks before travel, the full balance will be due immediately. Payment of your balance made by credit card will incur a 2% fee. Payments made by debit card do not incur this fee. The company reserves the right to cancel the booking and retain any deposit paid should the balance payment not be received by the due date.

What the price includes

Villa accommodation

Use of the villa, as booked for the people named on the booking form, including utilities and facilities which are advertised in the villa description as being available at no extra cost, plus the services of the local villa agents.

What the price does not include

Unless otherwise stated, pool heating, villa heating and air conditioning may be subject to payment of a supplementary charge and you are advised to confirm this at the time of booking. Security deposits, en-route hotels, short and long sea crossings, flights, car hire, transfers, car parking and holiday insurance are not included in the price.

Holiday tax, taxe de sejour, Eco tax
In many holiday areas including France the Belearics, a nightly charge may be levied by the local authority and collected by the property agent. At the time of writing, this varied from 20 cents to €2.00 per adult per night.

Accommodation occupancy

The accommodation is reserved exclusively for the people named on your booking form. No other people (or pets) may use the accommodation without the express permission of the company. If you wish to accommodate extra guests during your holiday, you must ask the company to include them on the booking. The maximum occupancy stated in the brochure or on the website must not be exceeded unless agreed by the company in writing.

The company or its representatives shall be permitted access to the holiday accommodation at all reasonable times during your occupancy.

Accommodation Arrivals

If you anticipate a late arrival at your accommodation, please call ahead and advise the keyholder/reception so that arrangements can be made to help you. We are happy to give advice regarding travel arrangements; however the ultimate responsibility of reaching your accommodation rests with you. The company cannot be held liable for non occupation of accommodation due to your failure to reach the property how so ever caused.

Arrivals: France and Italy

The villa will be available for your arrival between 4:00pm and 8:00pm on the first day of your confirmed rental period. If you are delayed the owner or keyholder will endeavour to allow late access to the villa but this is not guaranteed.

Arrivals: Other locations

The accommodation will be available from 4:00pm on your scheduled arrival day. Hotel reception, villa entry or key collection instructions will be sent to you around 14 days prior to the start of your holiday. Occasionally (and subject to other bookings), it is possible to arrange an earlier arrival or later departure time please ask our holiday team for details.

Accommodation Departures

You are normally expected to vacate your accommodation by 10:00am on the last day of your rental period. Any extended stay beyond the period booked will be charged by the company to the party leader.

Accommodation security deposit

The payment of your security deposit does in no way exclude you from your responsibility to take every care of your holiday accommodation. The property will be presented in good order and should be left as such. Any damage liability rests totally with you. If any damage occurs (accidental, willful, reckless or otherwise) or the property is left in an unacceptable condition, then the resolution of any dispute shall be between you and the local property management company. In certain circumstances the company is prepared to arbitrate between the parties but we must remain neutral in all cases.

The Holiday Villa Company - France and Italy bookings

A security deposit of 470 Euros is paid on arrival at the villa in cash, traveller's cheque or Euro cheque, made payable to the owner or keyholder. The balance is returned on departure less any changeover charges as detailed in the price list. In the event of early departure, the balance will be posted to your home address within 28 days of departure.

The Holiday Villa Company Other area bookings

In other areas, particularly in the USA and for some villas in the Algarve, a credit card swipe will be taken against charges you may incur for breakages or use of the telephone. Specific details will be sent with your arrival instructions.

Your financial security

At the Holiday Villa Company we act as UK agents for the owners and managers of the holiday accommodation we offer. As we are not selling a package holiday, we are not obliged to offer protection for your holiday payments however, we take our financial and moral responsibilities very seriously. We protect all payments made to us for your holiday accommodation against our financial failure by a policy secured with Guarantees and Bonds Ltd. We recommend that you pay by credit card for flights, car hire and supplementary services, to ensure your payment is protected by the card schemes in case of non delivery of the services booked.

If you would like even more cover, take a look at www.protectmyholiday.com for easy hassle free cover that you book and pay for online.

This policy will also cover any claims in relation to air flights however, please ensure you have booked flights through an approved ATOL Bonded supplier.

Amendments to your booking

If you have to make an amendment to your booking after you have received your booking confirmation, there will be a charge of £15 to cover administration costs and the re-issue of your documentation, plus any charges the company may incur on your behalf.

If you have to cancel your holiday

Should it become necessary for your whole party or any member of your party to cancel the booking, this must be confirmed in writing by the party leader. The cancellation will become effective from the date it is received in our office. Cancellations are subject to the charges detailed below. These are calculated as a percentage of the total amount due dependent on the time you cancel. Unfortunately insurance premiums are not refundable by the insurers. There are some variations in local cancellation conditions and where they materially affect your property rental these will be advised with your booking confirmation.

more than 70 days   Deposit only
69 to 43 days   30%
42 to 29 days   50%
28 days or less   100%

Cancellation for most reasons beyond your control will be covered by your travel insurance and it is a condition of booking that all clients take out adequate travel insurance. Cancellations due to your financial limitations or simply 'no longer wishing to travel' are obviously not included and the cancellation charges above will apply.

Cancellation or change by the company

Occasionally the company will be forced to make changes to your booking through reasons beyond its control. When any change affects your booking the company will inform you as soon as possible, however most alterations are minor and generally a change in the accommodation specification will be an upgrade. If the company has to change your accommodation for any reason it will do everything possible to ensure the replacement is of the same standard or better; offering the same or similar facilities. If the company has to make a major change to your booking, (e.g. moving your booking to inferior accommodation) we will offer you the choice of:
i) accepting the change and a refund in respect of the price difference, or
ii) canceling your booking and receiving a full refund of all monies paid to the company in respect of the booking.
If the company is forced to make a major change within 56 days of the commencement of your holiday, the company will also pay compensation on this scale:

56 to 29 days   £15 per villa per week*
28 days or less   £30 per villa per week*

Occasionally through reasons beyond our control it may be necessary to cancel your reservation. In this instance the above rate of compensation will apply.

*These amounts are payable if you continue with your booking with the company; otherwise compensation is reduced to 50%. For hotels and apartments, compensation will be payable per booking and not per room or per apartment. In cases of 'force majeure' it may be necessary to terminate your booking before its scheduled conclusion. Such measures are very unlikely to occur. However, if such a situation arises, the company will not be able to offer refunds, pay compensation or reimburse you for any expenses you incur. It is a condition of booking that all clients to take out adequate travel insurance.

Our pricing policy - we'll be totally fair

Our prices are based on a dollar rate of $1.20 to the £1 and a euro rate of €1.10 to the £1. Currently the value of sterling against these currencies is fairly uncertain and wherever possible we have secured an exchange rate with our suppliers however, if exchange rates change, your villa booking may be subject to a supplementary charge to offset the increased costs. Any charges will be advised at the time you pay your final balance and once paid your holiday cost will be guaranteed.

To be completely fair, if the exchange rate varies materially in favour of sterling then the cost of your holiday can be reduced to reflect this gain, any reduction will be advised when the final balance is due.

Help on holiday

If you need assistance whilst on holiday, where available you should contact your local agent in resort, they will be more than happy to assist in whatever way they can. Contact details will be provided on your travel documents. If you cannot raise the local agent in the case of an emergency, please do not hesitate to contact the company's UK office.

In the case of a complaint

Whilst it is unlikely that you should have a complaint concerning your booking, things do occasionally go wrong. In the case of a complaint, you must inform the local agent immediately so the matter can be rectified in resort as soon as possible, enabling you to continue with your holiday. If you are not satisfied with the solution offered (or have not received any assistance within 24 hours), please confirm this with the local agent in writing. You should also ensure this information is also passed on to the company's office in the UK so the company can assist where necessary. The matter, wherever possible, will be resolved before your return to the UK. The company will not accept liability for any dissatisfaction or other complaints not reported to the local agent, their nominated agent or if they are not available, the UK office, during your stay. It is a condition of your booking that should you have a complaint whilst on holiday that we are given the opportunity to resolve the situation during your stay.

Travel Insurance

It is a condition of booking that you and all members of your party have adequate travel and liability holiday insurance. If it becomes necessary to cancel your holiday for an insurable reason, your policy should safeguard you from losing monies paid for ferry crossings, flights, accommodation and car hire etc.

It is also your responsibility to ensure that you hold adequate cover to safeguard you against any claims for any damage to the holiday villa and its effects during your occupancy.

Force majeure

The company cannot be held responsible and will not accept liability when it is prevented from delivering its contractual obligations by 'force majeure'. These include, but are not limited to, war, threat of war, civil commotion or strife, hostilities, strikes and other industrial disputes, natural disasters, fire, acts of God, terrorist activities, technical difficulties with transportation, closure of ports or cancellation of ferries, quarantine, epidemics, weather conditions, government action or other events outside of the company's control. Your travel insurance will cover you in some of these events.

The company cannot be held liable for non occupation of accommodation due to your failure to reach the property how so ever caused.

The company's liability

The company will not accept any responsibility for death, illness or bodily injury occurring during your holiday unless it is proved to be due to the negligence of our employees or suppliers acting in the course of their employment. However if you incur injury, accident or illness whist on holiday that is not connected with our arrangements we will, at our discretion, offer guidance or help and assistance that is considered appropriate by us. This is on the understanding that you tell the supplier involved whilst you are in resort and you confirm it in writing to us within three months of your return from holiday. This is limited to £5000 per booking with any payments made by us solely at our discretion. This payment would be recoverable from you in the event of your successful claim for costs against a third party or suitable insurance policy.

Point of sale accuracy

The company takes every possible care to ensure that the information displayed on its websites is as accurate as possible; this also includes other printed material and literature that is made available to you before you travel. You will be informed immediately if the company discovers any errors or omissions which may materially affect your holiday.

Flights, Ferries and Car Hire

As an accommodation only supplier 'The Villa Holiday Company' does not provide rates on either car hire, transfers or airline seats. However we are delighted to announce that Contemporary Travel Solutions (CTS) has been appointed as 'The Villa Holiday Company's preferred partner. CTS are members of ABTA (No.P6616) and follow the ABTA code of conduct and guidelines, with ATOL protection giving complete financial protection. To make an enquiry for the best priced flights or car hire please call 0161 8880911 and quote "The Villa Holiday Company" please ensure that the accommodation that you wish to book is available prior to arranging any flights or car hire through Contemporary Travel Solutions

Flight bookings

The company can assist with booking charter and scheduled flights for you. In some cases full payment for the flight element may be due at the time of booking; in other cases a deposit will be charged, with the balance due 10 weeks prior to travel. Your contract will be directly with the flight supplier and subject to their terms and conditions. Your flight booking will be bonded, where required, under the flight supplier's ATOL licence.

Ferry bookings

The company can assist with booking cross-channel and inter-island ferries for you; however any booking made with a ferry company will form a contract between you and the ferry company; your contract will be directly with the ferry operator and as such will not be subject to these booking terms and conditions.

Car hire bookings

Car hire prices quoted by the company are fully inclusive of all taxes and necessary insurance for your security. Except for elective extras and fuel, there is nothing additional to pay on collection of the vehicle. The company's car hire supplier also includes an excess refund policy whereby any excess charged for damage to the vehicle can be refunded on your return to the UK, you do not need to take out the supplementary insurance that may be offered to cover this excess. Your hire contract will be directly with the car hire supplier and you will be required to comply with their terms and conditions.

Car Hire - Insurance exclusions and excess refund policy for Europe

Most car hire companies offer an insurance excess waiver policy will cover you for excess that you may be charged for damage caused as a result of any accident. The hire company's local supplier will charge you this excess. The insurance excess waiver policy does not apply to prestige cars. Insurance does not cover damage to tyres, windows, the roof, the underside of the car, the interior of the car, towing charges or damage caused willfully or recklessly. You may therefore be liable for the cost of this damage. Insurance cover is not provided for the contents of the car in the event of theft. In the event that keys are lost or damaged you will be liable for reasonable costs to obtain replacements.

Holiday participation

If it is considered that you are in an unfit state to travel or that you may be disruptive to other passengers or cause damage to property then the company reserves the right to terminate your holiday booking. The company will not be held liable and it will not cover any costs that you may be billed for, nor will the company refund any money. If you are not allowed to board the outbound flight or ferry to your destination, the company will regard your booking as a cancellation and the cancellation policy will be enforced.

If you or any member of your party have a disability or special request (e.g. wheelchair access required), you must inform the company so it can make suitable enquiries and arrangements. Please note some airlines refuse to fly ladies who are more than 28 weeks pregnant (this applies to the return date).

The company will accept no responsibility for your failure (or any member of your party's failure) to carry passports, visas or documentation required for your holiday.

Data Protection and Privacy

The company's relationship with you is valuable and we understand the importance you place on your privacy and the security of any information which personally identifies you. The company's privacy policy shall be deemed to be incorporated into these booking terms conditions.

Law

Matters arising from these terms and conditions are governed by English law. Information held herein is believed to be correct at date of revision: 15/1/11.