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Booking Terms & Conditions

 

 

Smartavillas Unipessoal Lda (hereafter referred to as Smartavillas) is a Portuguese Registered property management company acting on behalf of the property owner. The Agreement to rent is made between the guest and the property owner.

 

1.  BOOKING CONDITIONS

 

In making a booking, the first named person on the booking information agrees on behalf of all persons within the booking party that:

         • A contract between you and the property owner will come into existence when payment is received and will be deemed as of acceptance of these Terms and Conditions. The contract binds you & all the members of your party and It is your responsibility to ensure that all members of your party accept the prescribed terms. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract & loss of the booking.

         • Bookings cannot be accepted from persons under eighteen years of age..

         • You consent to our use of your information in accordance with our Privacy Notice and in accordance with local laws.

         • These Booking Conditions and any agreement to which they apply are governed in all respects by Portuguese law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by Binding Arbitration under Portuguese Law.

 

a)    Guest Occupancy - No parties or events - the maximum number of persons using the accommodation at any time must not exceed the maximum occupancy and only those listed on the booking form can occupy the property. We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.

b)    Smoking - Smoking or vaping anywhere inside the premises is not permitted and could result termination of occupancy and forfeiture of all Security Deposits. This must be strictly adhered to and any damage or extra cleaning caused by smoking will be at your own expense.

c)    Pets (if not allowed) brought to and staying inside the premises will result in immediate termination of occupancy and forfeiture of all payments. This must be strictly adhered to and any damage or extra cleaning caused by pets or smoking will be at your own expense. For properties allowing pets, an additional fee will be charged.

d)    On Departure - The accommodation should be left in an acceptable condition to enable it to be sufficiently prepared for the next guests. This includes proper disposal of waste and rubbish items which should be disposed of in the nearby containers or recycling points, and not left inside the property or within the grounds of the property. We also ask that the BBQ is left in a good condition without wasted charcoal or food debris, as this will attract vermin. The property owner reserves the right to make a charge to cover additional cleaning costs if the client leaves the property in an unacceptable condition. Please note that if any keys issued are not returned at the end of your stay, then the cost of replacement will be charged to you.

e)    SEF Reporting - By law, we must report all non-Portuguese citizens that stay in Portuguese rental accommodation to SEF (Serviço de Estrangeiros e Fronteiras). It is therefore imperative that we have all passport details. We will ask for these details at the time of booking, to complete the reservation. If any guests' passports are unavailable as they are being renewed, please be aware that they will be required and need to be supplied as soon as possible and certainly no later than your arrival at the accommodation.

 

 

2.  RENTAL PRICES AND ADDITIONAL FEES

 

Smartavillas aim to be completely transparent about what extra fees or charges may be levied. All additional items are listed below, please do not hesitate to seek clarification regarding any aspect.

 

a)    Rental Rates - All rates are advertised in € Euros, per night, and the total cost of your booking, according to the required nights, will be clearly visible.

b)    Booking Fee - All bookings are subject to a non-refundable booking fee.

c)    Security and Damages Deposits:

Smartavillas operates 2 policies in respect of Security and Damages Deposits, and you will be informed at the time of booking which applies to your booking.

  1. Apartments, Townhouses and Small Villas

Smaller and Medium sized properties are subject to a non-refundable Accidental Damage Waiver which is included in the booking fee. This is aimed to insure guests against accidental damage to the property up to a value of 250€ per booking but excludes negligence or vandalism. For any damage that exceeds 250€, Smartavillas reserves the right to invoice you for immediate payment.

  1. Large Villas and Quintas

When booking our larger, exclusive villas a refundable Security Deposit of 500€ will be required. This should be paid upon arrival. The return of this deposit will be subject to a satisfactory inspection and check of the property following departure and will be returned with 14 days of the leaving date.

 

d)    Additional Guests - For properties with additional sleeping facilities such as a spare occasional bed or a sofa bed, a charge of 10€ per person per night will be levied. Additional guest sleeping facilities will be listed in the facilities description. E.g., A 2-bedroom property may accept 6 guests in the 2 bedrooms, plus 1 double sofa bed.

e)    Late Night Check-in - Many of our properties have a key safety box. For properties without this facility, a personal, late night check-in will be provided. The fees levied for this service outside of normal hours will be according to the following times and are payable upon arrival.

Hours

Fee

19.00 - 22.00h

15€

22.00h - 24.00h

20€

24.00h - 8am

25€

 

f)     Baby Cots and Baby Chairs - These are available upon request and will incur an additional charge. Please detail your requests when you submit your booking. Travel cots are provided locally and will differ from those you may use at home so please check if you are unsure. Please note that for hygiene reasons they are supplied without cot linen, which you should bring with you. We cannot be held responsible or liable for any mishap caused through use of such items.

Baby Chair

Per Rental

Travel-Style Baby Cot

Per Rental

10€

15€

 

g)    Tourist Taxes - Very soon, all rental bookings will be subject to a Portuguese Government imposed tourist tax payable for the first seven days of the stay. For properties within our portfolio, this is the current situation:

District

Per Adult per night (14 yrs+)

Per Child per night (11-13 yrs) *

Vila Real de Santo António

In operation - 1€

In operation - 0.50€

Castro Marim

Yet to be announced

Yet to be announced

Tavira

Yet to be announced

Yet to be announced

Olhão

Yet to be announced

Yet to be announced

 

*Children under 10 are exempt.

h)    Amendment Fee - once the booking is confirmed, should you need to make any changes to the booking, an administration charge of 25€ will be levied. For further details please refer to Appendix 1.

i)      Pets - where pets are permitted, an additional fee of 25€ will be applied to the booking. Please check with us beforehand to ensure that pets will be welcomed at your rental property.

 

3.  CONFIRMING YOUR BOOKING

a)    Booking Details - You will need to complete the required booking details to confirm your booking which will include your contact details, all guests' names and ages, and other essential information.

b)    Payment - Before you book, you will receive a breakdown of all costings associated with the booking, according to your requirements and the rental property along with the payment schedule. You will also be sent payment reminders for the payment of your balance.

c)    Confirmation - Once the booking is confirmed we will send the full address of your rental property, travel directions and other important information.

d)    Before You Travel - We will contact you again to confirm your final travel arrangements, answer any final questions you may have concerning your check in at your rental property.

4.  PAYING FOR THE BOOKING

Payment Terms, including changes and cancellations are outlined in Appendix 1.

a)    Payment Methods - Payments are required in the nominated currency and must be paid according to the schedule. Payments can be made in the following ways:

              i.        By debit/credit card using our automated system

             ii.        By bank transfer, with proof of transfer to be sent by email

            iii.        For late bookings or additional extended stays, in person at the office with a credit or debit card via our electronic terminal

b)    Transaction fees - please note that it is the responsibility of the guest/renter to pay any associated fees or charges levied by banks or financial institutions e.g., currency conversion transactions from outside the EU.

 

 

5.  CHECK IN AND CHECK OUT TIMES

 

a)    Accommodation Arrival and Departure Times:

Check in Time on Day of Arrival

Starting from 16.00h until 19.00h

Check out Time on Day of Departure

No later than 10.00h

 

As you will appreciate, sufficient time needs to be given to cleaning and preparing the accommodation for your stay, as well as the incoming guests. We guarantee that accommodation will be available after 4pm (16.00h) on the day of arrival and request that it is vacated by 10am (10.00h) on the day of departure.

Of course, we do understand that flight timetables and travel plans do not always fall in line with this schedule and will do everything possible to assist with earlier arrival and later departure times. For instance, if you are arriving early, we may be able to arrange a bag drop whilst we complete the rental property preparations. In the case of later departures, we will do our best to assist with either a late checkout or luggage storage and recommendations of nearby facilities, which may incur a charge.

b)    Late Arrivals:

In some of our properties, key safe boxes are installed. In this instance, if you are arriving late, we will supply you with the key safe code in advance and then arrange a courtesy visit for the following day. If the property does not have the key safe facility and we need to meet you with the keys, please remember that there will be a charge for the late check in- payable on arrival to the representative, as detailed in the relevant table in Section 2, point (e).

 

6.  THE PROPERTY

 

a)    Housekeeping - The rental price includes the following:

         • Bed Linen supplied on arrival

         • Towels supplied on arrival

         • Cleaning Service on departure

         • Supply of Toilet Paper

         • Hand Soap

         • Sanitising Hand Gel

 

Please note:

         • Beach towels are not provided at all properties. Please check with us beforehand.

         • As properties are rented on a self-catering arrangement, a daily maid and interim property cleaning service/linen change are not included in the price, but if required, can be provided for an additional charge. Further details available on request.

 

b)    Standards of Accommodation, Décor, Furnishings and Appliances within the Rental Property We endeavor to ensure that rental properties are well equipped with appliances essential to a self-catering holiday accommodation, but this will vary between properties. In addition, internal fixtures, fittings and furnishings are installed to the owners' preferences and the standard and quality of which will also vary. Of course, every property is different, and we therefore recommend that you check with us beforehand if there is anything you specifically require. The advertised interior/exterior photographs and descriptions are intended to accurately represent the property and should not vary substantially. However, the company does not accept any responsibility for items of furniture etc which appear in photographs but may have been changed or removed, nor for any changes to aspects or views since photographs were taken.

c)    Accommodations are classified as Car Essential, Car Recommended or Car Not Essential

         • Car Essential  - you will require a car to reach supermarkets, restaurants, and other amenities.

         • Car Recommended  - there are a few amenities within walking distance, although a car will be required to reach major amenities.

         • Car Not Essential  - the property is within walking distance of supermarkets or minimarkets, shops, restaurants, and other amenities.

 

d)    Utilities - Water, electricity and gas consumption are included within the property's rental cost unless otherwise stated. Unfortunately, Portugal can sometimes suffer from water or electricity shortages and supplies can be cut off without notice for varying periods of time, which is outside our control. In addition, you might find that the electricity may trip if too many appliances are used simultaneously. You should contact us if you experience difficulties.

 

e)    Air conditioning/heating - Not all properties have air conditioning installed. If you need this facility, please check the accommodation description, and contact us if you have any doubts. Some air conditioning units can also be reversed to provide warmth.

f)     Winter Rentals - For properties without air conditioning units which can provide adequate heating, mobile radiators can be made available for your comfort during the cooler months. Please note - For longer term winter lettings, the Gas, Water and Electricity consumed by the occupier is usually an additional charge payable monthly.

g)    Internet access and Wi-Fi - Internet access and Wi-Fi is available in all properties. Every effort is taken to maximise the Internet access and Wi-Fi service provided, but we are unable to always guarantee the availability of service or the speed of the service.

h)    Kitchens - Kitchens include hob, oven/micro-oven, fridge/fridge freezer, basic cooking utensils, iron, ironing board, cutlery and crockery. Some properties have additional facilities. These will be indicated in the property description where available. Please note cleaning products and bin bags are not generally provided and condiments or leftover food supplies are usually removed for hygiene reasons. Although our properties are checked regularly, crockery, cutlery and other equipment may become damaged through regular use or removed. Please report any damaged or missing items to our resort staff so that we can have the opportunity to repair or replace the item.

i)      Hair dryer - all our properties have at least 1 hair dryer for your convenience.

7.  ADDITIONAL GUEST SERVICES

Smartavillas offers a range of services to compliment your holiday booking. These services are listed below and are supplied subject to availability.

a)    Airport transfers - Working in conjunction with one of the Algarve's leading transfer companies, Smartavillas offer a reliable airport to doorstep transfer service. For further details please email us or visit our website.

b)    Car hire - Smartavillas has a partner car hire company with a vehicle collection point in the airport car park. We will be happy to arrange your car hire. For further details please email us or visit our website.

c)    Food Welcome Packages and Freshly Prepared Meals - By the time you reach your destination you have probably had a long journey! For your ease and convenience, we have a selection of food packages, freshly prepared meals and alcohol delivery service available for your arrival. Please ask for further details.

 

d)    Is there a Special Occasion during the course of your holiday? - Let us help you celebrate a special occasion such as your honeymoon, anniversary or birthday with a special surprise. We can organize champagne, flowers, cake etc. if ordered in advance. With sufficient notice, we are happy to consider any additional requests! Please contact us for details.

 

8.  OTHER IMPORTANT NOTES

a)    Complaints - From time to time, things can go wrong. Any problem or complaint which you may have concerning their holiday must be immediately reported directly to us and we will endeavour to put matters right. Any complaints not reported to us at the time and only reported after you have returned from holiday will not be considered by the property owner.

Our Office is open Monday to Saturday 09.00h - 18.00h

Working Hours Telephone Number: 00351 281027089

Out of Hours Telephone Number: 00351 913692170

 

b)    Behaviour - Smartavillas cannot be held responsible or liable for the behavior of yourself, any additional named renters, your guests or others whilst renting one of our listed properties. If in the opinion of Smartavillas or any other person in authority you are, or appear to be, behaving in such a way as to cause, or be likely to cause danger, distress, annoyance to others or damage to the property, we may terminate your rental immediately. If this situation arises, we will have no further liability to you and will not be responsible for any expenses you incur as a result, including but not limited to refunds, costs of alternate accommodation or compensation.

c)    Lost property - Please ensure all personal possessions are packed when departing your accommodation. Whilst we will endeavour to assist when items are left in the rented property, unfortunately we are unable to guarantee the return of any items which have been left unattended and will not be liable for any items lost or damaged in transit. Postage, packaging and handling fees may be applied for the return of lost property.

d)    Travellers with disabilities - Some of the holiday accommodation we feature may not be suitable for guests with disabilities, particularly wheelchair users. It is therefore important that when enquiring about a holiday our Reservations Team are informed of any special requirements you or a member of your party may have. By informing us you will help us to ensure that we offer the most suitable property for your needs.

e)    Holiday Insurance - We strongly advise that you take out comprehensive travel insurance. If you choose not to, then you accept responsibility for any costs relating to any eventualities

f)     Building Work - We are not always aware when building work is likely to commence. Where work is currently underway that we believe may impact on your enjoyment, we will advise you as soon as we are made aware of the fact. Should building work commence during your stay, we regret we cannot accept any responsibility for this.

g)    Force Majeure Smartavillas cannot accept liability where the performance of our contractual obligations is prevented due to circumstances amounting to force majeure. Such circumstances may include but are not limited to: war, riots, civil strife, government emergencies, natural or nuclear disaster, terrorist activities, industrial disputes, fire, adverse weather conditions, epidemics or pandemics.

h)    Data Protection - Smartavillas take full responsibility for ensuring that efficient security measures are in place to protect your information. We are required to pass necessary information on to the relevant suppliers of your holiday arrangements such as transport companies, villa owners etc. Smartavillas may also provide your information to the necessary public authorities such as customs or immigration bodies if so, required by them, or as required by law. We will not pass information to any person not responsible for part of your travel arrangements. This includes any sensitive information such as disabilities, dietary or religious requirements. We do have a privacy and data protection policy. Please ask for further details.

i)      Accuracy - Smartavillas endeavours to ensure that all information and prices both on our website and in our brochures are accurate. However occasionally changes and errors occur, and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the property and/or other services that you wish to book prior to making your booking.

 

 

 

 

 

APPENDIX 1

PAYMENT SCHEDULE, CHANGES AND CANCELLATION TERMS

 

 

 

 

In light of the pandemic, we have considered our payment/cancellation terms and for bookings made after 20 April 2021, the following terms will apply:

 

(Any bookings made prior to this date will remain on the terms previously agreed)

 

Payment Schedule:

1.     A payment of 30% of the total rental value will be payable within 7 days of the booking date.

2.     When the deposit payment is received, the booking is then considered as fully confirmed.

3.     The balance of the total rental is required at least 14 days before the start of the rental.

4.     If the balance payment if not received within the given timescales, Smartavillas reserves the right to cancel the holiday booking without any refund of deposit payment

 

 

 

Changes by the Booking Party:

Any requests for changes to an existing booking must be notified in writing by the person making the booking. We will of course do our utmost to accommodate the request but cannot make any firm guarantees. An administration charge of 25€ will be applied for changes. Such circumstances may be as outlined below, subject to the following terms and charges:

 

CHANGE

ADDITIONAL CHARGES

Keeping the same number of guests but changing 1 or more names

Adding guest names (without exceeding maximum occupancy)

Removing guest names

No charge

Changing the dates of stay, but retaining the same duration (for example: changing the reservation dates from 1 - 15 August to 3 - 17 August)

Subject to availability. If a change in dates is not possible, we will do our utmost to find a solution. Additional charges may be incurred if alternative accommodation is offered and accepted. We regret no refund will be possible for any period of rental that is not utilized.

Administration charge of 25€

Adding additional days

Subject to availability and charged at a pro rata daily rate

Cancelling days

Should the full period of rental which has been paid for not be utilized due to either late arrival and/or early departure, we regret no refund is possible

 

Changes or Cancellations by the Property Owner:

In the very unlikely event that on behalf of the owner we have to change the details of your booking, or cancel your rental altogether, we will provide notification as soon as possible. In the unlikely event that this becomes necessary, we will outline the alternatives to you directly and you may then choose to either:

 

a)            Accept the changes or proposed alternatives.

b)            Cancel your booking completely; in which case any monies paid to date would be refunded in full.

 

Cancellations by You, The Guests:

If you need to cancel your holiday, the following terms will apply:

 

1.     The 30% booking deposit is non-refundable

2.     If a cancellation is necessary less than 14 days before arrival, and where the full balance has been paid, regrettably no refund will be possible

3.     However, if as a result of the global pandemic, you are prevented from travelling to Portugal then the COVID-19 Deferment Policy will apply.

 

 

COVID-19 DEFERMENT POLICY

 

We realise that there are presently restrictions and uncertainties around travel arrangements. The Smartavillas team respects your welfare and aims to assist where possible. If you are prevented from travelling to Portugal because of a government advice such as a country lock-down or travel suspension, we advise you to contact your travel insurance provider in the first instance.

 

We will offer a holiday rental voucher of equal value to the payment made. This will allow you to defer and change the dates of your booking.

 

The conditions are as follows:

 

a)    The travel voucher must be used by 31 December 2022.

b)    Any monies paid to date will be held and transferred to the value of the new booking.

c)    Any deferred dates would be subject to availability and possible additional costs for a different seasonal rate.

d)    An amendment fee of 25€ will be applied.