Terms and Conditions
An initial reservation may be made by telephone, e-mail or from our Website and the home will be held for 7 days. We have a minimum stay of 7 nights. When you have read and agree with our ‘Rental Terms & Conditions’ then complete and return our Booking Form (By completing and returning the Booking Form either by E Mail or by post means that you have agreed to our terms and conditions).
a) Web Site Accuracy
We or our representatives inspect our property and resort regularly to ensure that the contents of this web site are accurate. However, circumstances can change after publication and we reserve the right to make these changes. For example, all the facilities in a resort might not be fully functional in early or late season. Sometimes the facilities at the property may be removed or added to. Public holidays and religious festivals may also affect the availability of resort's facilities.
Rates were accurate at the date of web site publication, but could have changed since then. Whilst every effort is made to ensure the accuracy of the web site and rates at the time of publication, regrettably errors do occasionally occur. We reserve the right to change our rates throughout the season depending on the availability of places. Rates may go up as well as down. Please contact us to obtain the latest rates for the property. The rate will be confirmed at the time of booking. When booking by telephone, any rate quoted over the telephone will be regarded as provisional until a final rate has been calculated and a confirmation invoice has been sent by us.
Once you have made a booking and paid a deposit the rate will not change. Our rates are based on the occupation of the property up to the maximum number of 14 persons (12 plus the use of a cot and a child’s bed). When your vacation overlaps different date bands, additional nights/weeks are charged at the applicable rate for the relevant date band(s).
Items included in your booking - the basic component cost as shown on the ‘Rates’ page does include:
Items available at extra cost - the basic component cost as shown on the ‘Rates’ page does not include:
Upon receiving the completed Booking Form we send an invoice stating the total amount due and payment details. If you are booking at least 8 weeks prior to your arrival date then we require a 25% deposit to confirm the booking, which is non-refundable but will be deducted from the full rental amount. However if the booking is less than 10 weeks prior to arrival we require the full payment.
d) Security Deposit
The security deposit is included in the invoice when you book and is used against any costs incurred for any additional services, missing items, or any damage you may incur during your stay in the home. Damage or loss caused by accident, negligence or intention must be reported and paid for by you before vacating the accommodation to avoid you incurring unnecessary additional costs later. The security deposit is refundable upon a satisfactory inspection of the home security deposit will be returned to you no more than 20 days following departure by electronic transfer to the bank account details provided by you on the booking form.
e) Balance of Payment
The balance of the payment is to be paid no later than 10 weeks prior to your arrival date.
We reserve the right to cancel the booking if payment is not received by the due date.
We accept the following methods of payments - bank transfers, personal checks, cashier checks, which must clear 10 weeks prior to arrival.
By Florida State Law all rentals are subject to Sales Tax & Tourist Tax.
Florida State Law prohibits subletting, sharing or assigning. Therefore only the persons named on the Booking Form are allowed to stay in the house, any persons not shown on the Booking Form will be asked to leave. Each home contains a floor plan, which clearly states the maximum occupancy level.
i) Arrival & Departure
The rental commences at 4:00 p.m. on the day of arrival and ceases at 10:00 a.m. on the day of departure. If a later checkout time is requested and is available, there will be a £50 ($ 75.00) charge. This is subject to availability.
We reserve the right to cancel a late check out in the event of another party arriving on your departure day. If your late check out is cancelled you fee will be refunded.
If you wish to guarantee a late check out you can pay for an extra nights rental, this will be based on one 7th of a weekly rate.
All rentals are inclusive of electricity and water
2. Changing your booking
a) Cancellation Charges
The guest may cancel the booking at any time after it has been confirmed. Cancellation must be made in writing or by e-mail. The following cancellation charges will apply:
If through circumstances beyond our control, it is necessary for us to cancel a booking, which would be totally exceptional, we will refund any monies paid, without interest or further compensation.
Alterations to Confirmed Bookings can be requested and will be at the owner’s discretion – an administration fee of £25.00 will be charged. Changes need to be notified in writing or by e-mail together with the relevant fee.
a) Use of the telephone
A telephone is available for your use in the home all local, toll free calls to the USA/Canada and UK are free of charge.
A high-speed wireless internet service is provided free of charge. When accessing the internet, you or your party will not:
Failure to observe these conditions will be considered unacceptable behaviour and we reserve the right to carry out the action detailed in the Termination and compensation section.
b) Swimming Pool & Spa
The description of our pool is as accurate as possible, but the dimensions are only approximate. Please note that pool towels are provided. Our swimming pool and spa is not heated, however, both can be heated but will take time to warm up (2-3 days). Please advise us at the time of booking if heating is required. Please note that the pool temperature will be set at a maximum of 86 degrees. Pool heating charges are payable at the time of booking and prior to arrival.
NB Should the ambient temperature fall below 12°C/55°F the heating system will be unable to function. No refunds will be issued unless the average temperature remains below this level for 3 consecutive days during your stay.
Use of this facility is entirely at your own and your party's risk. In no circumstances shall we be liable for any injury, loss, claim, damage or any incidental or consequential damages arising out of, or in any way connected with the improper use of this facility. During the period November to March pool heating is recommended, this can be requested at the time of booking or upon arrival. There is an additional charge of £17 ($ 25) per day plus sales tax & tourist tax. In the event pool heating is requested and paid for, the Owners/Phoenix Property Services inc cannot guarantee the temperature of the pool as this will vary according to different factors, the main one being the prevailing weather conditions. Pool heating costs will only be refunded if the heater is not working at all.
c) Equipment for our disabled guests.
The following equipment is available for use at no extra cost. If you do not know how to operate any of the equipment then you must contact Phoenix Property Services for full instructions on how to operate them.
Under no circumstances is the furniture to be moved from the rooms they occupy. If the furniture is found to have been moved there will be a cost of £100.00 to have it all checked by the Property Management Company
The property will be cleaned before your arrival and again on your departure. If you require extra cleans during your stay there is a charge of £50 ($ 75) per clean (no laundry included) or you can add a full clean (ask for details). Please leave no more than one towel per person to be washed on the day of departure, as it is impossible for the cleaners to wash more than this amount ready for the next guests who may be checking in the same day.
BINS. Under no circumstances are loose and soiled pads (ANY CONTINENCE PRODUCTS) to be placed into the bins. ALL rubbish is to be placed into black bin bags and then placed into the bins. If the property management has to clean the bins due to loose rubbish having been placed in them this will result in the loss of deposit. The bins MUST be placed out on Wednesday evening ready for collection by the waste management company and the bins MUST be put away again by at the latest Thursday evening. If the bins have not been placed out and the refuse collected on Thursday, and the property management company have to dispose of the rubbish including following your departure, this will result in £100.00 being deducted from your security deposit as we have to pay to dispose of the rubbish.
The Owner/Holt Consultancies do not accept any liability whatsoever for death, personal injury, accidents, loss or damage to persons or personal effects however caused as a result of the use of the home including the pool and spa. It is the responsibility of an adult member of the party to ensure that children are always properly supervised when in the pool, spa and surrounding area. The child safety net is not to be removed when there are young children or non-swimmers using the pool area.
Neither the Owner nor Holt Consultancies can be held responsible for any ongoing construction, alterations to existing houses or any noise as a result thereof on or around the community.
A BBQ can be supplied at a cost of $ 45 per week (7-days). The minimum charge is $ 45 .
Please Note: By State Law cooking must be done outside of the pool cage.
d) Travel Cot/Childs Bed
A travel cot/child’s bed is provided at the villa for your use if required. Please request this at the time of booking to enable the travel cot/child’s bed to be set up. We do not provide sheets for the travel cot, please bring your own for your child. We do however provide bedding for the child’s bed.
e) Information Book
An Information Book is provided for guests and is packed with useful information. This Information Book must not be removed or taken from the home, otherwise you will be held responsible for a charge of £50.00 ($ 75) to replace the book.
5. Conditions of Use
a) Alarm system
The house's alarm system must be activated at all times when the property is left unoccupied during your stay. The alarm system is monitored and should you cause a false alarm (activated either by accident or negligence) it will result in a callout charge being deducted from the Property security deposit as we are charged for false alarm events by the Sheriff’s department. This charge will apply for each false alarm you cause.
b) Inventory Items
No inventory items are to be removed from the house. This includes linens and towels. Any breakages or damage must be reported to Phoenix Property Services (The Property Management Company) immediately.
There is space enough for two vehicles on the driveway of the property. Please note there is no parking allowed on the road/street overnight and will incur a fine from the local sheriffs department who patrol regularly. The homeowners association have applied a towing policy that with effect from the 4th April 2011 ANY vehicles parked on the roadway between 10:00pm and 07:00am will be towed away WITHOUT NOTIFICATION. The Homeowner/Phoenix Property Services are not liable for any fines incurred by vehicles being left on the road/street.
d) Travel Documents
It is your responsibility to ensure that you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into the USA due to failure on your or your party’s part to carry correct documentation.
e) Travel Insurance
It is your responsibility to ensure any policy meets your needs. Your insurance should cover the cost of cancellation by you and the cost of assistance, including return to your country of residence, if you suffer an accident or illness, as the cost of medical expenses in the USA can be very high. We cannot help you pay these costs.
Please bear in mind that our home is situated on a community, which consists of both residential and short-term vacation homes, we therefore request that out of respect for your neighbours, no noise between the hours of 10 p.m. & 8 a.m.
g) Smoking Policy
Please note our home has a NO SMOKING policy. Smoking is only allowed on the pool deck or outside the home.
Florida is in a sub-tropical zone and as such insects and other pests are commonplace and are not a cause for complaint or compensation. Their presence is no reflection on the cleanliness of the property. Our villa is treated regularly as part of a pest and termite control program. Please do not leave food on counter tops or in the pool area. Clean up all spillages immediately and do not eat in the bedrooms. We advise you to keep all windows and external doors closed whenever possible; not only will this help to keep pests from entering the property, but it will also enable the air-conditioning system to function more efficiently.
i) Safety Matters
Health and safety standards and regulations in the USA may differ from those that you are used to, and take for granted, at home. Our property always complies with local safety regulations. Points you should consider:
6. Termination and compensation
You and your party must behave reasonably while staying at our property. We reserve the right, at our reasonable discretion, to terminate the booking of persons who indulge in serious misconduct. If we do so, we will have no further responsibility or liability to you. If you or any member of your party wilfully, recklessly or negligently damages our property, you agree to compensate us for any loss we may suffer, including legal costs.
We have taken reasonable steps to ensure the information provided by us on this web site is accurate at the time you view it. However, we cannot and have not checked the accuracy of all information provided by outside sources. All such information is provided in good faith and we are excluded from liability for any errors, omissions or misleading information (unless made recklessly or fraudulently) to the maximum extent permitted by law, together with all implied warranties in connection with such information. We make no warranty or representation relating to the availability of this website and have no liability to you should this web site become unavailable to you for any reason. In no circumstances shall we be liable for any injury, loss, claim, damage or any incidental or consequential damages, including but not limited to loss of profits or savings, arising out of, or in any way connected with, the use of any data or services displayed on this site. The use of this website and these Terms and Conditions shall be subject to the laws of England and Wales and the non-exclusive jurisdiction of the English courts.
Changes to these Terms and Conditions
We may at any time change or modify all or any part of these Terms and Conditions. The current Terms and Conditions are always available on our web site. It is your responsibility to check if any changes have been made.
7. COMPLAINTS OR DISATISFACTION
In the unlikely event of a complaint during your stay please contact Phoenix Property Services who will endevour to resolve any issues. If you feel that your complaint has not been resolved satisfactorily then please contact the owners direct.
Neither the owner nor Phoenix Property Services can accept or be responsible for or be liable in respect of loss, damage or changes caused by force majeure (e.g. strikes, floods, closure of airports, weather conditions or other events beyond our control).