Booking Agreement - Terms and Conditions

These Terms & Conditions govern all bookings made with K.B. Vacay Cyprus Ltd Registered in Cyprus with Company registration number HE434964 - Registered address Makedonias 5, Sunrise Complex, Pyla, 7080, Cyprus.

Any booking made or order placed by you, whether through the Company’s website or otherwise, shall be deemed an offer by you to rent the relevant accommodation subject to these terms & conditions. All bookings through our Company and all matters arising from them are subject to Cyprus law and to the exclusive jurisdiction of the courts of Cyprus. The person who makes the booking accepts these conditions on behalf of all members of the party and is responsible for all payment due from the party. Booking services with the Company are currently available to persons who are at least 18 years old. By submitting a reservation request you warrant and confirm to us that you have read these Terms & Conditions and agree to comply with them.

Payment terms

A booking deposit for all holiday homes and products including any promotional offers is required at the time of booking once a booking has been confirmed by the Company. If the booking is made before 1 month of arrival the guests are required to pay a % deposit of the total booking amount. If the booking is made within one calendar month of the date of arrival, then full payment is required immediately. The Company will not accept responsibility for cash sent through the post. Booking confirmation together with all details of your reservation will be sent to your email. Where an initial deposit is paid, the balance must be paid within 1 month of the commencement date of the booking. Notifications and reminders will be sent to your email with plenty of notice. If payment is not received within 7 days of it being due, then we reserve the right to cancel the booking without any refund.

Bookings will only be confirmed once a payment has been received. You will receive automatic email notification with the confirmation of your booking and booking reference number.

Payments can be made securely online by Visa, or MasterCard.

Security Deposits

Security deposits will be required to cover the cost of any damages, breakages too, or the electricity over consumption at the property. The deposit will be required prior to check in to the property and will be taken by a preauthorisation of your credit / debit card. The damage deposit depends on the property type you have booked; The amount will be blocked for the duration of your reservation and will be released within 7 days from your departure. We reserve the right to refuse entry to the property should the security deposit not have been paid. You authorise the charge of any damage or breakage upon notification from the Company and receipt of invoices for any damages or breakages being claimed. If the security deposit paid by you is not sufficient to cover the cost of such damage, the Company is entitled to recover any additional costs from you.

Property Check-out

Unless otherwise agreed with the Company, guests must vacate the property by 10:00AM on the day of departure. It is the customer’s responsibility to ensure that all keys and remote controls for gates are safely locked in the coded key lock box, air-conditioning units are turned off, all the windows and doors are closed and locked.

In the unlikely event that any dispute as to the amount of final charges to be deducted from the Security Deposit arises, we will, at your request, intervene with the owner to authenticate the claimed damage and mediate the dispute. Until such time as the dispute is resolved we will continue to hold the deposit monies as the agent and will only release them or any part once the dispute has been amicably resolved and we receive written authority to release the agreed funds by both parties.

Electricity Consumption

Depending on the property you have reserved a daily/weekly allowance of electricity has been allocated and included in your reservation. Each amount is more than sufficient for the average property size, number of guests and usage throughout your holiday. The amount included will depend on the property type you have booked; Standard apartments €50, standard villas €75, luxury properties €100. Upon your arrival and check in to the property a meter reading will be taken prior to your check in, the process repeated on your check out to calculate the exact consumption during your stay. In the event the consumption allowance has been exceeded the Company reserve the right to charge an extra €0.24 per kWh, and no further authorisation is required.

Changes by The Company

In case the accommodation could not be occupied because of unforeseen reasons not attributable to the Company, the Company has the right to substitute the original accommodation with another with the same or superior characteristics, without any additional payment.

Cancellation by the Property Owner’s

If deemed necessary, the Company reserves the right to withdraw or cancel the property booking. In this unlikely event you will be offered the choice of renting another property through the Company (subject to availability) with the price difference payable/refundable as appropriate, or of receiving a full refund of all monies paid to the Company. No compensation is payable by the Company or the Property Owner’s for any other losses incurred as a result of a cancelled booking. It is therefore a condition of booking that customers take out suitable travel insurance to include cancellation cover.

Insurance

It is a condition of booking that all members of the party have comprehensive travel insurance, including cover for possible cancellation of your trip. We cannot be held responsible for any problems arising out of the organisation of insurance.

Access

The Property Owner or their representative shall be allowed access to inspect the property prior to your departure. They also have a right to access the property during your stay if urgent maintenance is required. Gardeners and pool maintenance staff may enter the grounds during your stay, normally early in the morning. Maintenance staff cannot be refused entrance to the property when required.

Security & Valuables

Any valuables left at the property are left at your own risk. Neither Vacay Cyprus nor the Property Owner are responsible for any loss. When provided, burglar alarms must be activated, safes used, and proper care should be taken against theft and burglary. It is your responsibility to ensure all doors and windows are closed and locked when leaving the property, or when by the poolside/in the grounds. If theft or damage to the property occurs through negligence on your part, the Company is entitled to seek compensation from you on behalf of the Property Owner.

Behaviour

You are responsible for keeping the property and all its contents and grounds in the same state of cleanliness, repair, and condition as at the commencement of the holiday. You will be responsible for the payment for any breakages, loss or damage to the property caused by you or members of your party. The Company reserves the right to make deductions from the security deposit (if any) for any extra cleaning, over the number of hours committed to departure cleaning and to claim against you for damage or loss if the cost of which exceeds the security deposit. The person whose name is on the booking form is responsible for the correct and decent behaviour of all members of the party. Should you or a member of the party not behave in such a manner, the Company may use their 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. Neither the Property Owner nor the Company will have any further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and neither the Property Owner nor the Company will pay any expenses or costs incurred as a result of the termination. We act as an agent for the Property Owner for the private rental of the property. If you intend to organize a function (e.g. party, wedding, cocktail party) at the property, you must seek prior permission from the Company. Additional charges may be applied and/or an increased security deposit may be sought at the Companies discretion.

No additional guests are allowed to attend the property for any type of visit/ function (i.e. breakfast, dinner, party, weddings etc.) without the prior written consent from the Company. Only the number of guests specified on the booking form are allowed to stay at the property.

If any unauthorized event/function is held at the property without the prior written consent, the Company may use their absolute discretion to terminate the property rental. In this situation, you will be required to leave the accommodation. Neither the Owner nor the Company will have any further responsibility toward you including any return travel arrangements. No refunds will be made and neither the Company nor the Owner will pay any expenses or costs incurred as a result of the termination. Any security deposit paid will be forfeited. In the event of no security deposit being held or insufficient amount of security deposit being held, we will be entitled to charge you a fee at our discretion.

Age Restriction

We do not accept bookings from staying guest under the age of 18.

Occupancy

Only the persons stated on the completed Booking Form and the number of persons including children stated in the booking form may use the property unless otherwise agreed in advance by the Company.

Property Descriptions

Although the Company makes every effort to ensure that advertised descriptions and photographs are accurate and correct, it does not own any of the properties and therefore cannot control or prevent changes. Although changes to properties advertised are infrequent, the Company reserves the right to change the description of any villa, apartment or service at any time, in which case we will endeavour to notify you of all changes before commencement of the booking date, if it is practical to do so. No compensation will be payable by the Company in such cases. No claims will be accepted for costs or additional expenses incurred because of any changes.

Distances given are approximate. Times are approximate, based on driving, not walking unless stated.

Pets are not allowed unless written permission is obtained before arrival. The Company holds the right to terminate the booking in the event pets are unknowingly given access to the property. No refunds will be given.

Whilst many of our properties are equipped with Internet access, we cannot be held liable for any malfunctions or technical problems with Internet Service Providers nor for the operating speed available.

Breakages & Cleanliness

Our accommodation is made available for letting on the understanding that the property will be left tidy at the time of checkout and all personal waste must be removed from the property. It is not our policy to claim any security deposit, however the customer will be held responsible for any damage or breakages to the property, caused by the customer and in the event of such occurrence, the incident must be reported to the Property Owner or their representative immediately and appropriate compensation made. Customers are not permitted to move any furniture or equipment without prior written consent from the Company. In the event of such permission being granted, it is the customer’s responsibility to return the same to its original position before checkout. Under no circumstances must any furnishings for use inside the property, be moved outside.

Building Work

Any building work which may commence in the local area is outside of our control, and we cannot be held responsible for any resulting disturbance. However, should we become aware of any building work which may reasonably be considered to adversely affect the enjoyment of your holiday we will notify you as soon as possible, and wherever possible, will offer you the opportunity to transfer to an alternative property at the advertised price. Whilst we assure you of our best endeavours to minimize any inconvenience, we regret that we cannot accept any liability in this case.

Keys

Only one set of keys for the property will be provided to the customer by the Company at either the time of check in by the Company’s representative or in the coded key lock boxes located at the property. We recommend all customers to use the key box facilities to avoid loss of keys. In the event keys are lost or locked inside the property a surcharge of €50 may apply.

Baby Cots and Extra Beds

Most of our properties can provide one baby cot and/or one extra bed. Please check with us should this be required. It should be noted that the extra bed would be of the folding ‘camp bed’ style and therefore may only be suitable for a child. Baby cots are usually of the portable ‘travel cot’ style. We recommend that you take your own cot linen for your baby’s comfort and hygiene. There may be a surcharge for the rental of cots and beds. The standard charges are €5 per night per cot, €10 per night per bed.

Complaints

In the unlikely event of a problem with your property occurring, if a minor complaint please contact your check in representative who will manage this query promptly with our maintenance team. If your complaint is urgent and out of hours (9am – 6pm) then please contact us on: (00357) 99189178. Please note that the emergency support is to be used in the case of emergencies only, if a complaint is made and not urgent a surcharge of €50 may apply. In the event of any reported issues not being resolved to your satisfaction at the time you should put your comments in writing to [email protected] within 7 days of your return where they will be assessed by the Company Leadership.

The Company cannot be held responsible for the breakdown of mechanical equipment such as pumps, boilers, swimming pool filtration systems, air conditioning units, nor for the failure of public utilities such as water, gas and electricity, however the Company provides a maintenance team who will endeavour to correct any fault or breakdown at the soonest opportunity.

In the event of the property not being fit for occupancy we discharge our liability which shall be limited to the return of the sums paid to us in respect to the unused portion of the holiday calculated on a pro-rata daily basis.

Health & Safety

Upon arrival at the property please familiarize yourself with the safety features and layout of the property. If you are travelling with children, please take the time to point out to them any areas in which they should take particular care such as the pool or on balconies. If you should have any questions or concerns in this regard, please contact the property representative.

We aim to ensure that all our properties are as child friendly as possible. However, care should always be taken, especially round the pool area with supervision being always given to children. We offer accommodation aimed at families and make efforts to ensure that reasonable care has been taken to address matters within the borders of the properties. Some properties are better suited than others for young children and the less mobile, so we advise you to fully investigate the suitability of the property before you book. Despite our efforts and advice given, it is ultimately your responsibility for the care and safety of the members of your group. Should you have an accident anywhere in or around the property you must report this immediately to [email protected] or your check in representative.

If you have any concerns about the safety of the property, please contact us immediately. Any genuine problems brought to our attention will be dealt with as quickly as possible, if feasible.

In the event of a fire, you should immediately vacate the property ensuring all members of your party have been evacuated and are safe. After accounting for the members of your party call the emergency services and our property representative.

Swimming pools

Swimming pools may not be available all year round. If your rental period is outside of April – October in Europe, please check with us that the pool will be ready for use. We cannot be responsible for low water temperatures at any period.

In low season months swimming pools may have low water temperature. Therefore, if you are booking in low season and water temperature is important to you, we recommend that you select a property with a heated swimming pool and that you pre-book this facility and arrange for the water heating to be initiated 24 hours in advance. Some pools now have salt-water filtration systems as opposed to using chlorine. Please ensure that the property that you book is suitable for your requirements regarding children and non-swimmers.

Please note that swimming pools carry their own inherent risks. Upon arrival at the property, you and all members of your party must take time to familiarize yourselves with the location, layout, and depths of any swimming pool(s) at the property. Please take note of any pool warning signs, depth markings and other instructions for use, which may be displayed. Young children must not be allowed to wander unaccompanied in the grounds of any property where there is a swimming pool and must always be accompanied by an adult. Any gyms, Jacuzzis’ and hot tubs are used at the sole discretion of the party. Children under 16 are forbidden to enter and use these facilities without adult supervision.

The pool sizes in our descriptions are approximate and for guidance only. Some pools are irregular shaped and have been measured at the longest and widest points. Pools are maintained and cleaned on a regular basis. A pool net is provided, and it is normal custom for guests to remove any debris such as leaves and twigs.

For many people the swimming pool is an essential part of holidaying, but remember that, misused, it can be dangerous. However, by applying just a few simple common-sense rules you can be sure of thoroughly enjoying your time in the pool.

§  Make sure you know the depths of the pool

§  Please observe our strict no diving policy

§  Do not run around the pool side, this especially applies to children with wet feet. Some areas may be slippery when wet.

§  Do not go out of your depth and know your own limits.

§  Do not swim if you cannot see the bottom of the pool. If this is the case, contact your representative as soon as possible. Heavy weather or thunderstorms can cause pools to turn cloudy.

§  Cloudiness can also be caused by excess suntan oil, especially when non water – proof types are used. Please remember that use of the poolside shower before swimming can help to keep the pool clean.

§  Children and fair skinned people should wear a hat and T-shirt whilst in the pool as harmful ultraviolet rays can penetrate water up to a depth of 1.5m and are reflected off the water surface.

§  Beware of dangerous surfaces, drainage channels slippery tiles or raised edges.

§  Always supervise children and non-swimmers in and around the pool area.

§  Avoid swimming if you have been drinking alcohol, especially late at night. Do not swim within 1 hour of eating – it can be fatal.

If you have any concerns about your pool, contact the property representative immediately.

Passports, Visas, Documentation and Health requirements

You are responsible for all members of your party’s travel and health documentation (passports, driving licenses, vehicle registration documents, insurance etc) and for any consequences arising from failure to carry correct documentation or to comply with all relevant passport or visa requirements.

Special Requests

If you wish to make a special request, we advise to do so prior to your booking commencing. Please direct requests to: [email protected].  We will endeavour to assist with any reasonable requests, but we cannot guarantee that requests will be met. Failure to meet any special request will not under any circumstances be accepted by us as failure to meet our contractual obligations.

Medical Requests

If you or any member of your party has a medical condition or impaired mobility issue that may affect your stay, then please advise us in writing prior to confirming your booking so that we may advise on the suitability of the property. If we are not provided with this information, we cannot be held responsible if the property you select is not deemed suitable by you.

Liability

In consideration that the Company acts only as a booking agent, the Company accepts no liability whatsoever for any aspect of the arrangements and in particular, accepts no liability for any loss, personal injury/illness or death however incurred. Although the Company uses all reasonable endeavours to ensure the accuracy of all information provided and the quality and facilities of the properties, we cannot accept any liability whatsoever for any problems that occur while guests occupy the holiday home of their choice. All information has been provided in good faith and no liability is accepted whatsoever by the Company for any misrepresentation of property material or accommodation. We provide customer service and support in Cyprus, all details of which you shall receive in your booking confirmation and check in at the property.

While every effort is made to perform the contract, we cannot accept liability for alteration, delay or cancellation of your holiday because of war, or threat of war, riot or civil strife, terrorist activity (threatened or actual), natural disaster, fire, sickness, weather conditions, action at an airport or port by any governmental or public authority, technical problems relating to transport, airport regulations, temporary, technical, mechanical or electrical breakdown with your accommodation or other circumstances amounting to ‘force majeure’ or Acts of God and other similar events beyond our control.

All reimbursements for material or non-material damages suffered by customers shall be excluded. In any case, the sums reimbursed may not be greater than the amount received by the Company.