When we receive your confirmatory phone call or e-mail, we make a provisional booking on our bookings calendar. Your booking is not confirmed until we have received the completed Booking Form and cleared your deposit into our bank account. (Or if a booking is made within 10 weeks of arrival date, then once the full payment has been received and cleared into our bank account). The signing and sending of the Booking Form confirms acceptance of these terms and conditions. For the purposes of these Terms and Conditions, if a booking is made the person whose name and address appears on the form will be the person ultimately responsible for all guests, and responsible in complying with the payment terms set out below. In addition, and if required by the owners, all guests maybe required to sign to confirm reading and acceptance of these terms and conditions.
Sandpipers is licenced and equipped for 10 people (excluding a baby under 1 year). It is a requirement of these Terms and Conditions that no more than 10 people are allowed to sleep in the villa and for fire regulation purposes no more than 15 persons are to be in the house at any one time. Contravention of this rule may result in the Booking being terminated immediately without compensation or refund or the additional persons not listed on the Booking Form being evicted. Please do not put us in the difficult position of having to enforce this rule.
2. Payment terms
A deposit payment by Bank Transfer or PayPal of 20% of the rental is due with the signed Booking Form in order to confirm your booking. Your balance (less the 20% deposit) is required 10 weeks prior to your rental commencement date. Your payments will include all applicable taxes. Payments for the balance monies may be made by Cheque, Bank Transfer or PayPal. If a booking is made within 10 weeks of the rental commencement date, then payment in full is due at the time of booking, and the payment method required will be at our discretion.
3. Management Company
We employ a Management Company (MC) to look after an expensive property in our absence. Whilst every effort is made to maintain the property in first class condition, should you notice any maintenance issue items please bring these to the attention of the MC as soon as reasonably practical. They are authorised to attend to any problems that may arise during your stay and guests MUST call the MC should any problems occur. Where appropriate, the MC will call in professional licensed and insured contractors. Specifically, for insurance and licensing reasons these terms and conditions prohibit guests from attempting to rectify problems or alter equipment settings other than thermostats within permitted limits, light bulbs accessible from the floor without assistance and unblocking of toilets with the plunger provided. If unlicensed work is undertaken and a problem occurs subsequently YOU could be held legally liable. The Management Company maintains a 24 hour phone line for genuine emergency situations. Please use common sense and discretion in calling them out outside of normal working hours as you may be liable for callout charges for non-emergency situations-TYPICALLY $50/time
4. Security Bond /Damage Waiver
Please note, you will be held responsible for any damage, breakages or mis-use of equipment that may be caused at the property during your stay and also for any loss of items in the inventory. This includes any call-out charges from our Management Company, relevant service personnel or false alarm calls to the emergency services. You will not be charged where a problem is clearly not of your making; as our representatives on the spot the Management Company will be the final arbiters.
To cover your liability for the above you have the option of paying either a returnable Security Bond or a non-returnable Accidental Damage Waiver
Option 1 Security Bond
A returnable Bond of $500/£275 is required and due at the time of your final balance payment.
Option 2 Accidental Damage Waiver
A one-off, non-returnable payment of $80/£50 is due with your final balance payment provides cover for accidental damage to the villa or its systems and services upto a value of $500. Excluded from this option is damage caused by negligence, carelessness or deliberate damaging action.
The villa will be inspected in detail both before and at the end of each rental. Once it is determined that the property is in satisfactory condition, the Security Bond will be returned to you, normally within 28 days after your departure.
Which ever option is chosen and to cover damage in excess of the Bond or Waiver, credit card details must be provided at the time of your Final Balance Payment. This information will be held on file only during the course of your stay and after your departure until the Management Company have completed their departure check. It will then be removed from our records. Any excess charges due will be notified to you in writing before action is taken to collect the sum due.
On arrival, you should check the villa and its facilities carefully and immediately report to our Management Company any damage to the premises, possible problem issues or equipment not working. Examples of might include, but are not limited to, broken windows or blinds, torn screen around the pool, burn or other marks on carpets, counters or furniture, appliance problems, major stains, etc. This is for your own protection as failure to undertake this check may result in you being held responsible if problems are found subsequently.
You are responsible for the safe return of the gate card for the property. If the card is not returned or is lost, the cost of replacement will be deducted from the Security Bond or charged to your credit card- Typically $100.
Charges for any cleaning services over and above those normally required to prepare the villa for the next guest which are necessitated by your misuse, extraordinary uncleanliness or carelessness, will be at the discretion of our Management Company and will be deducted from the Security Bond or charged to your credit card
”Sandpipers” is designated as a "No Smoking" villa, and all Guests agree to refrain from smoking inside the house. In the event that neutralization of smoke odours from cigarettes, cigars, pipes or other smoking materials is required, or in the event that burn marks from cigarettes, cigars, pipes, or other smoking materials are detected, the cost for elimination of those odours or repair of the burn marks will be deducted from the Security Bond or charged to your credit card.
In the event that any damage or loss is assessed to be in excess of the amount of the Security Bond or the Accidental Damage Waiver, you will be held responsible for full reimbursement of the outstanding amount, and agree to pay said amount within fourteen days of written notification of such by us.
In the event that your party needs to cancel its booking, the following charges will apply:
Your reservation deposit will not be refunded.
Cancellations between 10 to 6 weeks before arrival date. Loss of 50% of your total balance
Cancellations 6 weeks or less before arrival date. Loss of 100% of your total balance.
A reminder is sent to all guests for the final payment of your outstanding balance due 10 weeks before your arrival date.
If we do not receive the payment 8 weeks prior to your agreed arrival date, then we will automatically cancel the booking and retain the deposit. The booking will not be reinstated.
We strongly recommend that all guests take out individual, comprehensive travel insurance to protect themselves and their property both while inside and whilst away from the villa, and to recover payments they will have incurred for flights and accommodation in the event of an unexpected cancellation or Force Majeure
6. Strikes – Adverse Weather Conditions – War – Civil and Military Disorder – Riots – Natural Calamities – Criminal acts
All of the above constitute a “force majeure” and as such, are not the responsibility of the villa owners. Any additional expenditure borne by our guests and caused by such conditions will not be reimbursed, nor will any services lost thereby be recoverable.
7. Owner/Management Company/Service Company access
The owners or their Management Company (including service companies) shall be allowed access to the villa at any reasonable time during your stay. At least 24 hours notice will always be given, except in an emergency or if you overstay your contract. The pool is serviced weekly and you agree to allow the pool technician access as and when required. Their access will be via the door on the pool deck.
8. Villa arrival & departures times
The villa rental commences from 4pm on the date of arrival and must be vacated by 10am promptly on the day of departure. Failure to do so without prior agreement will result in the cost of an extra night’s stay being charged. Late check-out may be available at our discretion if there are no guests arriving the same day, but this must be agreed with us in advance to facilitate cleaning schedules. The property will be cleaned before your arrival and again on your departure, but we ask that you please leave the house in a clean and tidy condition.
Should you require additional clean(s) during our stay this can be arranged. Please advise us before you go or contact the Management Company.
9. Villa rules
”Sandpipers ” is located in a residential community. The actions of all members of your party should not interfere with the enjoyment of either other holidaymakers or the residents.
Please observe the community quiet time which is after 9.00pm in the evening and before 8.00am in the morning (this includes playing loud music, horse-play in the pool and excessive noise on the pool deck).
In the event that any member of your party behaves in a way that is likely to cause distress, danger, annoyance or complaint to any other holidaymakers, residents of the community or damage to property either the villa or the property of others, the owners and/or their Management Company reserve the right to terminate your rental agreement immediately. This may involve Law Officers if required. The owners or their Management Company will not be liable for any costs you will incur, nor shall we pay any compensation, nor make any refunds due to this action.
Regrettably we are not able to allow pets, however well behaved, in the villa. The reason is that some guests may be allergic to cats or dogs and the level of cleaning required to remove allergenic material is prohibitive. We take this very seriously and any contravention of this rule will result in immediate eviction with no recompense. Sorry.
11. Swimming Pool/Spa
The pool and spa are there for your enjoyment but the safety of you and your children must prevail.
The following information is provided for your safety and protection, and we strongly advise that you take this seriously. Before you travel ensure that all members of your party have checked with a doctor that it is safe for them to use the spa which is limited to a maximum of 104 degreesF.
Medical warnings. Persons suffering from heart disease, high blood pressure, diabetes, or other health problems should not enter the spa without prior medical consultation and permission from your doctor. We also recommend that before entering the spa you should not consume alcohol, use temperatures over 104 degrees and if pregnant, to consult a physician.
More detailed information is provided in the House Manual- please read carefully on arrival and before using the spa or contact us for full details before you travel.
Our pool and spa are regularly inspected, cleaned and maintained, but the pool may be affected by dust, dirt or insects, particularly during or after bad weather.
The pool and spa are regularly chemically balanced for your safety and comfort; however on rare occasions it may be necessary to apply extra chemical to maintain safe and correct chemical levels. Should this occur during your stay, it will be necessary for you to be out of the pool or spa for a period of around 3 hours for safety reasons. The Management Company will advise you if this is necessary.
Pool heating is not optional during October-April, but please note that the electric heat pump will not work if air temperatures fall below approx. 50 degrees, which can sometimes happen occasionally during the winter months in Florida. As we have no control over the weather, we cannot be held responsible and no refunds will be made in these circumstances.
The pool and spa at Sandpipers are inter-connected, therefore it is not possible to have spa heat without pool heat. Depending on outside temperature and pool water temperature it can take several hours to reach the required spa temperature (max. 104 degrees) from pool temperature (max 86 degrees).
Pool heat booked at the time of the main reservation will not incur a switch on fee and the heating cost will be included within your final balance payment. However, should you decide to have pool heat at some point during your stay the cost must be paid to the management company who may charge a switch-on fee.
Likewise, if you have paid for pool heat and due to the weather no longer wish to have this facility, you should contact the management company who will arrange to switch off the heat at the first available opportunity (a call out fee will apply). We will then credit you for the pool heat days not used.
Florida has a tropical climate, which is ideal for both humans and pests. Our villa has a comprehensive pest control program, but to help eliminate these uninvited guests we recommend that windows and doors remain shut at all times, and that all opened food is stored in the refrigerator. If you become aware of a pest problem inside the home, sprays such as Raid can be purchased locally. If the problem is more widespread, you must inform our Management Company immediately so that the appropriate treatment can be initiated.
13. Same Sex Groups
We regret that at our discretion we may not accept bookings from groups of all the same sex, nor for groups where all the members are under 25.
14. Trash / Garbage
The Clermont authorities impose very strict rules with regards to garbage and garbage collection. Failure to observe these rules, which are detailed in the House Manual, may result in us as owners being fined and which we will pass to the guest. For everybody’s sake please read and observe these rules. If you are unsure please call the Management Company for advice.
In the unlikely event that you should have a problem with our villa or its facilities, please bring this to the attention of our Management Company as soon as reasonably practical so they can investigate and attempt to resolve the issue locally. If you are still dissatisfied with the outcome, please send the complaint in writing to us, within 14 days of your return home.
If you do not bring your complaint to our Management Company's attention immediately, you will have not allowed them the opportunity to satisfactorily resolve your problem - in these circumstances, we will be unable to assist with your complaint - we cannot try to put things right for you when you have returned home!
Please note, however, that we cannot accept responsibility for the actions or omissions of the Management Company staff or contractors.
Should you be dissatisfied with our own booking procedures or administration, please let us know immediately about the problem so that we can attempt to improve our service.
Please note that none of these provisions affect your statutory rights - your contract with us is governed solely by English Law and is subject to the jurisdiction of the English courts.
16. Limitation of Liability
Although every effort is made to ensure that the rental villa is in superior condition, neither the owners, the Management Company, nor their agents, shall be held responsible for any third party claims, accidents, damage to or loss of property, or for any expenses incurred for any reason, including changes caused by Force Majeure, regardless of how they may have occurred. Nor can liability be accepted by the owners, the Management Company, or their agents, for injury to anyone as a result of the use of the pool or spa, however caused. Upon arrival at the rental villa, guests should note the pool and spa rules and regulations that have been posted there. Guests are specifically advised not to allow unsupervised children into the pool area.
17. House Manual
The villa is provided with a comprehensive manual of information and instructions and is deemed part of these Booking Terms and Conditions. By signing this Contract you agree to read these on arrival and to abide by them.