SA Oxford ltd
Terms & Conditions of your serviced short-term stay
This form must be completed by the cardholder of the payment card/person authorised to make payment.
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Property Name: —Please choose an option—Light & Cosy flat, OxfordSpacious & Clean house, OxfordLog Studio near Le Manoir aux Quat’Saisons, OxfordPretty & Compact flat, OxfordI don’t know
Name & Address of all Guests staying:
Total No. of guests booked & Govt Issued ID for each Guest:
Date of check in:
Date of check out:
Reason for Stay:
IMPORTANT: Money, jewels, and other valuables are brought into the property at the guest’s sole risk. SA Oxford ltd T/a Short Lets Oxford and/or the management accept no liability and shall not be responsible for any loss or damage there to and guests remain solely responsible for the safekeeping of such items. Parking is available on the driveway and surrounding areas. It is the guests responsibility to check parking restrictions at any time. We accept no responsibility for any fines incurred or any damage to your vehicles provided, and SA Oxford ltd T/a Short Lets Oxford cannot be held liable for theft or damage to vehicles during your stay.
TERMS Approved Government issued Photo ID must be shared at least 72 hours before your check-in date. Photo ID must be a driver’s license, or passport, or other form of government issued ID complete with photograph and in date. If ID is not provided as stated above, we reserve the right to refuse entry to the property and can cancel your booking. Payment may not be refunded. Guests are reminded that smoking anywhere INSIDE THE PREMISES IS STRICTLY PROHIBITED. Any evidence of such activity will result in the forfeit of the deposit to pay for the deep clean the property will require after check-out. Damage to property and or the removal of property from the property or premises will be charged to the cardholder. Missing or lost keys will be charged to the cardholder or taken from the security deposit to cover the cost of replacements. Any indication of forbidden or illegal activities such as partying, drug taking, or soliciting will result in an immediate cancellation of the booking with no refund and removal from the property. Evidence of additional undeclared guests will result in either an immediate cancellation & removal from the property or an amended accommodation charge at our discretion.
By signing this form, I agree to the booking terms summarised above, in full below, and understand that my details will be used for legitimate and necessary administrative purposes only. SA Oxford ltd T/a Short Lets Oxford guarantees not to disclose information to third parties unless requested under The Immigration (Hotel Records) Order 1972
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Terms & Conditions Upon booking with and/or signing a contract you are deemed to have read in full and accepted the following Terms and Conditions:
Booking & Payment Procedure Full payment is due in advance of occupation. You may extend your stay at any time, subject to availability. Please contact your account manager to arrange an extension of your booking. Payment must be made in full, in advance by bank transfer or credit/debit card. All prices quoted are in UK Pounds Sterling and are correct at the time of publication. Payment must be made in UK Pounds Sterling. Bookings using a credit/debit card must be made by, or with the consent of the cardholder. Guests must be over 25 years old to make a booking with SA Oxford ltd T/a Short Lets Oxford. Bookings for stays of 6 weeks or less must be paid in full at the time of booking (prior to check-in). Bookings for stays of more than 6 weeks are invoiced as per your individual company agreement with SA Oxford ltd T/a Short Lets Oxford.
SECURITY DEPOSIT We reserve the right to take a holding deposit of at least £250 before you check in. Deposits will be refunded after check out inspection using the same method, once all keys are returned and the property is checked over for damages. If there is no damage, your deposit will be refunded in full within 7 days. If there is any damage to the house or contents, then you will be notified, sent photos of the damage and an agreed amount will be deducted to cover the costs. Any balance will be refunded through the original payment method.
CANCELLATION POLICY All bookings are non refundable. No refunds will be made for non-arrivals. Depending on the reasons for your cancellation, you may be able to reclaim cancellation charges from your insurance company if you have taken out travel insurance. We strongly recommend that clients purchase adequate travel insurance. Regrettably, for the reasons given above, we have to treat any curtailment of your stay as a cancellation.
AMENDMENTS TO BOOKING
IF THE GUEST AMENDS A BOOKING If a guest wishes to amend a booking (dates of stay, accommodation required, check in/out time), we will make all reasonable efforts to comply with the request(s) however the guest will be charged for any additional charges incurred. If the guest makes amendments to the booking once the stay has commenced we may not be able to comply with the request(s). If on any occasion the guest vacates the property early and wishes to terminate the remainder of their stay, this must be confirmed in writing and the keys be returned on the new agreed check-out date. We accept no liability for loss, damage or expense and cannot guarantee reimbursement of any costs incurred. Similarly in the event of keys not being returned upon check-out, we reserve the right to charge guests for key or lock replacement.
IF WE AMEND OR CANCEL A BOOKING SA Oxford ltd T/a Short Lets Oxford reserves the right to make any changes or amendments to any booking at any time. If it is necessary to amend a booking, we would make every effort to allocate an identical property, either in the same or a similar development, this may however not always be possible and another alternative may be offered. We are not obliged to provide any reimbursement or compensation. In exceptional circumstances it may be necessary for us to cancel a booking. In the event of this we shall make all reasonable efforts to offer alternative accommodation within a 15 mile radius, which may mean a different type or size of property which may or may not have the same amenities as the property originally booked. If we cannot offer alternative accommodation, we will provide a full refund for the dates we cannot accommodate and you will need to make your own accommodation arrangements. Refunds or compensation cannot be made once you have accepted and agreed to the alternative accommodation.
FACILITIES
Note: No items are to be removed from any property or dismantled in any way. Furniture is not to be moved within the property, unless agreed with us in advance.
SERVICES We cannot be held responsible for failure or interruption of services within or outside of the property or development building – this includes utilities, appliances and communications (Television, Broadband, Wi-Fi, Electricity, Water, and Heating). We cannot be held responsible for inconveniences such as noise, access or supply of services caused by engineering or repair works within the property or in the area. If there is an interruption to any services, once we receive notification, we will use all reasonable efforts to rectify the issue within a reasonable period of time.
We will endeavour to have the house cleaned and ready for new guests by the check in time, however on rare occasions and in the event of staff shortage there may be a delay in cleaning. In the event of this, guests will be given access to the property from the check in time and the property will be cleaned as soon as possible. No compensation will be given for this.
BROADBAND Wireless broadband (Wi-Fi) is available in all property locations and is provided free of charge. We cannot guarantee connectivity at any given time; however we endeavour to maintain the hardware and connection. If there is a fault with the hardware provided (wireless router) we will give support and maintenance. If the fault is deemed to be with the guests hardware/devices, support will not be available.
EXTRA LINEN Extra bed linen can be provided at a cost of 22.00 per set. Extra towels can be provided at a cost of £6.00 per set. Extra linen must be ordered within office hours (9am-6pm Monday-Friday) with at least 24 hours notice.
LUGGAGE & MAIL STORAGE We do not provide any storage facilities for luggage or personal belongings, including post or packages. We cannot under any circumstances accept any of these items. We do not provide keys to the property post boxes, we do not give permission for the post boxes to accept post. All post will be returned to sender.
NUMBER OF OCCUPANTS The number of persons permitted to occupy each property is limited to the number of beds. The property/property cannot be re-let/sublet to any other group/party. Under no circumstances may more than the maximum number of persons specified in the property/property description, or the reservation, occupy the property/property. We reserve the right to refuse admittance or terminate the stay in the property/property to the hirer and their party if they are in breach of this condition. We also reserve the right to amend the accommodation charges. This decision is entirely at our discretion and evidence will be collected. It is forbidden to provide your own bed(s) for additional guests above the maximum occupancy of a property. The number of beds available for use within a property/property is restricted to the number of guests booked on the reservation (ie one guest may use up to one bed and two guests may use up to two beds only). It is not acceptable, without good reason, for guests to use numerous beds (ie two guests using three or four beds). We reserve the right to assume that additional guest/s have been given access to the property to sleep overnight and we reserve the right to amend the accommodation charges. This decision is entirely at our discretion and evidence will be collected.
CHECK IN, CHECK OUT & RETURNING KEYS Check in is from 4.00pm. Checkout is by 10am on weekdays AND 11am on Sundays. IN THE EVENT OF KEYS NOT BEING RETURNED, WE RESERVE THE RIGHT TO CHARGE GUESTS FOR LOCK REPLACEMENT, KEY REPLACEMENT at £160 and a further £60 for the second set of keys which will be deducted from the security deposit. If there is a delay in departing, SA Oxford ltd T/a Short Lets Oxford reserves the right to charge for an additional night’s stay for every day the keys are not returned (in the case of long term bookings, the guest will be charged until the end of the next payment cycle). In the event of a late check-out or refusal to vacate the property by the booked check-out time, we reserve the right to remove all persons and property from the property. Any items left in a property past the agreed departure time are left at the owners risk – we accept no responsibility for these items and reserve the right to remove and store them. Lost property is kept in storage for no longer than 30 days and safekeeping is not guaranteed. Lost property can be posted back to you at your own cost with prior agreement and we will not accept any liability for any items that go missing.
Damages to Property & Payment of Additional Charges Valid credit/debit card details must be supplied at the time of booking, in the event of damages to the property these card details will be used to charge the appropriate amount. We reserve the right to deduct from the relevant credit/debit card, without prior notice, all amounts chargeable under these conditions. The property should be left in a reasonable state on departure. If (at our absolute discretion) we consider additional specialist cleaning is required (for example carpet cleaning to remove a stain), or an excessive amount of time to return an property to its previous state (ie glitter) we will charge an additional fee of £180.00. When the duration of the booking is in excess of 28 days, a discretionary final cleaning charge of up to £160 may be charged. If the property is deemed unfit for occupation, you will be obliged to pay compensation to us for loss of revenues in addition to the costs of cleaning and repair. We reserve the right to charge £300 (in addition to the general cleaning charges) for specialist cleaning to a property and/or its contents where it is left in an exceptionally bad condition or if we believe smoking has taken place in the property.
DAMAGES Damages to the property or contents must be paid in full by you. In the event of any breakages or damage discovered whilst your stay or after you vacate, we will notify you by e-mail or telephone immediately or within 10 days of your departure, providing a detailed breakdown of the damage and where is possible a cost of rectification. Where possible, photographic evidence will also be supplied. It is your responsibility to check all items and that there is no damage to these items. Condition reports can also be provided at the beginning and at the end of the accommodation period if requested. Nothing in these terms and conditions limits or excludes our liability for death or personal injury resulting from our negligence or for any damage or liability incurred by you as a result of fraud or fraudulent misrepresentation by us or any liability that cannot by law be excluded. Subject to the above, we shall not be liable for any loss of profits, loss of business, depletion of goodwill and/or similar losses, loss of anticipated savings, loss of goods, loss of contract, loss of use, loss of corruption of data or information, or any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses. If you are booking for, as or on behalf of a business or business employee, that business shall indemnify us against all liabilities, costs, expenses, damages and losses (including any direct or indirect consequential losses, loss of profit, loss of reputation and all interest, penalties and legal and other reasonable professional costs and expenses) suffered or incurred by us arising out of or in connection with your, or your businesses, breach or negligent performance or non-performance of these terms and conditions. If you are booking for, as or on behalf of a business or business employee, our total liability in contract, (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with the performance or contemplated performance of your booking shall be limited to the fees paid to us under your booking. We shall not be liable for any failure or delay in performance of our obligations which results directly or indirectly from any cause or circumstance which is beyond our reasonable control, including (but not exclusively) act of God, outbreak of hostilities, riot, civil disturbance, acts of terrorism, revolution, the act of any government or authority (including but not limited to refusal or revocation of any licence or consent), fire, flood, lightning, explosion, fog or bad weather, interruption or failure of a utility service (including but not limited to electricity, gas, water or telecommunications), renovations undertaken at the property, strikes, lockouts or boycotts, embargo, blockade. Other than in relation to death or personal injury caused by our negligence, or any other liability that by law cannot be excluded or restricted, our liability to you in relation to these conditions is limited to the higher of (i) GBP £1,000; and (ii) the value of the booking made with us.
LIABILITY We cannot be held responsible for any theft and/or damage of your personal belongings during your stay in any property booked. Therefore you are advised to ensure you have appropriate insurances in place. All warranties, conditions and other terms implied by statute or common law or otherwise are, to the fullest extent permitted by law, excluded from any contract with us and these conditions shall apply in their place. We regret that we cannot accept liability for any loss, damage or additional expense where the booking needs to be altered or cancelled or we are unable to perform our contractual obligations. As a result of events of ‘force majeure’ - in these booking conditions ‘force majeure’ means any event which could not have been reasonably foreseen, or the consequences could not have been reasonably avoided, by us or the suppliers of the relevant services in question, even with the exercise of all due care. Such events may include war or threat of war, civil strife, terrorist activity, industrial dispute, natural or man-made disaster, fire, adverse weather conditions, and all similar events outside our or the relevant suppliers’ control. Nothing in these terms and conditions shall affect your statutory rights if you are a consumer.
LAW & JURISDICTION These conditions and terms of contract and all matters arising therefrom are subject to the law of England and Wales and in the event of dispute; the client will be subject to the exclusive jurisdiction of the courts of England and Wales.
TERMINATION BY SA Oxford ltd T/a Short Lets Oxford SA Oxford ltd T/a Short Lets Oxford has the right to terminate a booking at any time on the grounds of partying, playing loud music, general nuisance behaviour, abusive behaviour whether verbal or physical to staff or other guests, mistreatment of the property/property, non payment or criminal activity on the part of those occupying the property or their guests. In such circumstances, SA Oxford ltd T/a Short Lets Oxford is not obliged to provide or locate alternative accommodation. The period of notice is at the discretion of SA Oxford ltd T/a Short Lets Oxford.
INJURY OR LOSS SA Oxford ltd T/a Short Lets Oxford cannot be held responsible for any personal injury to any guests while in one of our properties. Nor can we be held responsible for loss or damage to personal effects however arising at the accommodation. Neither we, nor our representatives, can be held responsible for any circumstances beyond our control including, but not limited to, mechanical breakdown, illness or failure of any public service supply.
RIGHTS OF ACCESS Representatives of SA Oxford ltd T/a Short Lets Oxford or their subcontractors have the right of access to the property at any time, with due regard to the convenience of the hirer, for the purpose of inspection of the property and to carry out any essential repair or maintenance work.
PETS Regrettably no pets of any kind are permitted under any circumstances. A surcharge of £289 will be made if evidence of pets is discovered in the property, so you will forfeit your security deposit.
SMOKING Smoking is NOT permitted inside the property. You will forfeit part or all your security deposit if found to have been smoking inside the house.
COMPLAINTS We have excellent customer service standards and will always aim to deliver a high standard of service. In the unlikely event that you are not entirely satisfied with the service offered, you should notify us of any complaint in writing within 24 hours of check in, and ideally as soon as possible, providing photographic evidence wherever possible to highlight the specific issue. We will take all reasonable steps to settle the problem by working with you. SA Oxford ltd T/a Short Lets Oxford shall not have any liability for any complaint submitted after the completion of your stay.
INFORMATION All information supplied by SA Oxford ltd T/a Short Lets Oxford, is given in good faith and is based on information available at the time. All reasonable measures have been taken to ensure the accuracy of any statement made either in writing or otherwise, but SA Oxford ltd T/a Short Lets Oxford is not liable for any variation however caused. SA Oxford ltd T/a Short Lets Oxford have the right to add or remove any of its services or facilities without prior notice.
INTEREST Interest on overdue invoices shall accrue from the date when payment becomes due, From day to day, until the date of payment, at a rate of 4% above TSB Bank base rate in force at the time and shall accrue at such a rate after, as well as before any judgement.
SECURITY OF TENURE All the properties are occupied as serviced properties and on this basis no rights of tenancy are created. They are exempt from security of tenure under the Rent Act. SA Oxford ltd T/a Short Lets Oxford reserves the right to access the property and or terminate your stay at any time without prior notice if it deems necessary.
Usage & Nuisance Behaviour The properties/property cannot under any circumstances be used for partying, playing loud music or general nuisance behaviour. Guests must have regard for their neighbours. SA Oxford ltd T/a Short Lets Oxford reserve the right to terminate your stay if they deem such behaviour has occurred. In the event of such a breach, no refund will be made, if such behaviour is deemed to have occurred an additional fee of £289 will be charged. An additional fee of £160 will be charged for any extra cleaning to the property. The number of people permitted to occupy each property is limited to the number of beds. In some properties, extra beds can be provided and this will be at an extra charge to be agreed at the time of booking.
HEN/STAG, BIRTHDAY PARTY & GROUP BOOKINGS We do not knowingly accept bookings for parties & group social events. Group bookings will be required to give a reason for their stay. If the booking is allowed and guests are found to be holding parties of any kind, then all guests will be evicted from the property without a refund. Use of the property for any behaviour deemed by the management of SA Oxford ltd T/a Short Lets Oxford to be inappropriate or illegal will result in the immediate eviction of all guests without refund and, where necessary, reporting to the local police force for further investigation.
PROPERTY SPECIFICATION Reasonable care has been taken that the content and specification (and/or other means of promotion or advertising) is correct but it is subject to amendment at any time without notice. All content on bookings websites (and/or other means of promotion or advertising) is published in good faith. We do not warrant that the content of such websites (and/or other means of promotion or advertising) accurately or completely describe any of the properties. You should note the following points : * The number of people permitted to occupy each property/property is limited to the number of beds. In some properties, extra beds can be provided and this will be at a charge to be agreed at the time of booking. If the number of people permitted to occupy a property is exceeded, we may refuse access to the accommodation and reserve the right to charge for additional guests/properties. * You and your party must comply with any rules and regulations set by us. We recommend that you take time to familiarise yourself with the safety procedures in the property, the building and local area, paying particular attention to fire evacuation details and security. * You and the other members of your party are responsible for payment of rental, any charges made for use of facilities, such as additional laundry services, and for any other fees levied by us for the use of amenities. * Where internet or broadband connectivity is available, you agree to use such services in a responsible manner and not for any illegal purpose. * We shall use reasonable endeavours to retain any items left in properties for up to 1 month after the guest’s departure date. Please email reception@shortletsoxford.co.uk with enquiries relating to any lost items. SA Oxford ltd T/a Short Lets Oxford reserves the right to change/refuse the details of promotions without notice. All valid promotions/discounts are added to the order before payment when booking; this allows clients to see whether or not the promotion has been added to the order. We cannot apply discount/promotional codes for bookings over the phone or after the order has been placed.
Acceptance of Terms and Conditions / Contract of Hire All bookings are subject to these terms and conditions that are deemed to have been accepted in full by the hirer and all persons in the party. Payment of deposit and/or property fee also indicates acceptance of these Terms and Conditions.
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01865661335 reception@shortletsoxford.co.uk