General Information and Conditions
Please Book Early
To avoid any disappointment and to obtain your choice of property Villa Retreats
recommend you book as early as possible.
Advanced Registration 2013
At Villa Retreats, we feel it is absolutely essential that our customers must be
given the opportunity of reserving their villa retreat property as soon as possible.
For this reason and to avoid disappointment, Villa Retreats now offer you this exclusive
chance to reserve your dream holiday in advance. Click here
to complete the Advanced Registration Form.
Booking Form, Damage Deposit Letter & Conditions
To down load these documents simply click here and
print. These forms then need to be completed and returned to Villa Retreats by post
or by fax to 01625 581 116.
We recommend Holiday Flight
Company (ABTA D2801 Retail Agents for ATOL Holders). Whatever your needs,
our preferred associates have been 'making the going easy' for thousands of customers
for over 14 years with departures from most UK airports. Holiday Flight Company
offers a friendly, caring 'one stop flight shop' to all Villa Retreats customers
and can search fares and availability in seconds, a task which would take you hours
or days. HFC work with the very best scheduled, charter and 'low-cost' airlines.
Contact HFC on 01625 586586 (for dialing from outside the UK call 00 44 1625 586
Additional Holiday Extra Services
In conjunction with Holiday Flight Company we offer all the pre-departure services
you require at most UK airports such as Airport VIP Lounges, UK Airport Hotels
including parking and Airport Parking, all at preferential prices.
Call 01625 586586 (for dialling from outside the UK call 00 44 1625 586 586).
Golf - Rates and Booking Tee-Times
There are various options and offers on golf depending on where and when you wish
to play. For help with prices and with tee-times please call us FREE PHONE on 0800
988 5586 (for dialling from outside the UK call 00 44 1625 586 586) where we will
be happy to make tee time reservations for you for a small handling charge.
Algarve Golf Hire
We recommend Algarve Golf Hire in Almancil for golf club and 'Powakaddy' hire service
across the Algarve. In most cases delivery and collection are free of charge. The
quality is good and prices are reasonable with at least a 10% discount to Villa
Retreats clients plus it saves you taking your own clubs away with you. Algarve
Golf Hire can be contacted direct on 00 351 934 573609 or email:
Standard arrival days vary depending on location. It's best to check online or call
our specialists for assistance at the start of your enquiry. We will try to help
you in varying arrival dates where possible especially in the off-peak and mid seasons.
It's worth checking!
Honeymoons, Anniversaries and Special Occasions
Our carefully chosen villas and apartments are hand picked with you in mind. The
nature of a villa holiday makes it particularly suitable for special occasions.
Should you have any specific requests - champagne, flowers, birthday cake etc.,
please discuss them with us when making your reservation.
Directions to Your Villa or Apartment Retreat
Villa Retreats will supply easy-to-read directions and where appropriate, a map
approximately three weeks prior to arrival at your chosen property. Information
guides giving local advice are also included if available. These are specially provided
by Villa Retreats (subject to availability).
Complimentary Welcome Pack
On arrival at your villa or apartment we will normally and in most locations provide
you with a welcome pack which will include the basic 'start up' supply of items
such as tea, coffee, milk, sugar, bread, snacks, water, juice and wine (contents
may vary according to location). If you have any specific requirements, please let
us know in advance and we will try to arrange for these items to be pre purchased
for you (must be pre-arranged and paid for in resort. Some items may not be available).
If Villa Retreats make special discounted offers at any stage during the season,
food packs will not normally be included in the booking unless paid for separately.
Our villas and apartments are well equipped with items such as kettles, toasters,
microwaves, coffee makers, irons and ironing boards, washing machines, etc. We also
encourage our owners/management companies to include videos, DVD's and CD players
where possible. Please check at the time of making your reservation.
Atmosphere and Style
The owners and management companies of our villas and apartments have incorporated
fixtures, furnishings and equipment to their individual tastes; however please note
that standards may vary. We try to describe in our brochure and on the website the
standard and style of each property, together with its unique charm and character.
Should you need particular information or have specific requests regarding your
accommodation please advise us at the time of booking.
Cots, high-chairs, rollaway beds, etc. are supplied on a request basis and supplementary
charges will apply. These vary according to villa/apartment and will be advised
at the time of booking. Requests must be made on your booking form or thereafter
in writing. We will do all possible to confirm such requests but provision is not
guaranteed, especially in high season or when requests are made close to departure
date. You must provide your own cot linen and satisfy yourself on arrival that cots,
etc. are suitable for your needs - Villa Retreats or its agents cannot be held responsible
or liable for any mishap caused through use of such items. If in doubt, you are
recommended to bring your own travel cot.
Laundry and Linen
Linen for the property is normally laundered on a weekly basis and towels twice
weekly. Washing machines are available at each property and may be used for your
own convenience (unless they are for maid's use only). If you have any personal
laundry, in some cases the local maid will be happy to assist for a small extra
charge payable locally.
Pool and Beach Towels
Our owners or management companies provide towels for use within the villa/apartment,
however you are asked to supply your own pool and beach towels.
Assistance during your stay
We work in very close partnership with our property management companies. Their
responsibility in resort is to manage the property in which you are staying efficiently
and effectively ensuring your stay is relaxing and without problems. Depending on
the management company policy you may receive a courtesy visit a day or two after
your arrival. In many cases the property management company will not visit, not
wishing to disturb you unless you need their urgent attention. Villa Retreats are
not a mass-market travel organisation and we strongly feel that our clients should
enjoy peace, tranquillity and independence whilst on holiday. For this reason we
do not have 'resort reps', rather, we are confident that our partner management
companies will offer all the assistance you may need. If in doubt we are only at
the end of a phone!
Health and Safety
Your (and your party's) health and safety whilst you are on holiday is a priority.
We work very hard with our owners and management companies to ensure that a high
level of safety is always maintained. It is important to remember however, that
many of our villas and apartments are buildings of character, and whilst they meet
all local safety requirements, these may differ from those we enjoy in the UK. We
ask you to familiarise yourself with the property on arrival, particularly when
travelling with children and infants. Please raise any concerns you may have with
our local management company in resort.
Ants, Mosquitoes and Other Unwanted Insects
As in all countries which enjoy warm sunny climates, you may at certain times of
the year experience problems with insects particularly with ants and mosquitoes.
Ants - It is advisable that food or crumbs are not left out either in kitchens or
on terraces/balconies as this attracts ants and/or other unwanted insects. In some
rural areas, you are expected to "drop off" your own rubbish at dustbins usually
situated close by. Please ensure rubbish is disposed of quickly without causing
any build up which may attract insects. Mosquitoes are also prevalent at certain
times of the year and you may need to take suitable precautions especially in the
evenings and during the night.
Our specialist team is available Monday to Friday 9am to 5.30pm and Saturdays 9am
to 1pm (reservations only on Saturdays).
Villa Retreats act as agents only for owners of individual villas or their appointed
Shown in £ sterling or Euros are correct at the time of viewing (although still
subject to errors & omissions) and are subject to surcharge only as a result
of government action, such as the imposition of VAT or other taxes. The right is
reserved to revise prices at any time and these will become effective immediately
for all bookings taken after the website is updated. No price increases will apply
once full payment has been received. Prices are normally based on weekly durations
and are calculated from your arrival date. When the duration of your stay crosses
into another season, your price will be calculated on a pro-rata basis.
Agreeing to the Villa Retreats terms and conditions must be completed and signed
by the first named person on behalf of all those named. This should be returned
with the full deposit payable. Your booking will be confirmed on receipt of your
Your Damage Deposit
Is a compulsory component of your holiday to protect the owners and/or management
companies of villas/apartments against loss and/or damage pertaining to fixtures,
fittings and possessions. The key deposit is payable by cheque or by letter of credit
card authorisation for £1,000 or as specified depending on individual property.
This amount needs to be arranged with your deposit. Villa/apartment inventories
should be checked on arrival and any necessary deductions from deposits agreed with
the local manager. An owner/management company will refund key deposits within 3
weeks of return home subject to there being no outstanding claim.
Of payments is due 12 weeks prior to commencement of rental. Unless previously agreed,
non-payment by this time may result in cancellation and loss of deposit. Directions
to your rental property will normally be despatched 2 weeks before departure. Accommodation
is reserved exclusively for those persons named on the confirmation/invoice. No
other persons are permitted to stay in the villa/apartment without the written permission
of Villa Retreats and the receipt of appropriate payments. Over occupancy can result
in penalty charges and may be in contravention of local legislation.
Prices in this programme are based on a one-week stay unless otherwise stated. Other
durations will be considered subject to availability and season. Start days for
rentals vary from location to location - please check at time of reservation/enquiry.
Arrival at your Accommodation
The villa/apartment will normally be available after 16:00 on the
day of arrival and, to ensure the accommodation can be prepared for new guests,
must be vacated no later than 10:00 on the day of departure. All
possible will be done to assist with arrival/departure arrangements outside these
times but, since the convenience of all our customers is our concern, we reserve
the right to impose supplementary charges if the property is not vacated by the
To bookings, e.g., name or date changes, additional persons, etc. after written
confirmation are subject to an amendment fee of £30.
Your booking is subject to the following scale of cancellation charges:
Cancellation date prior to arrival;
More than 84 days prior to arrival
Loss of Deposit Paid
84 - 45 days prior to arrival
44 - 31 days prior to arrival
30 - 15 days prior to arrival
14 days or Less prior to arrival
Cancellation must be confirmed in writing and signed by the person who signed the
booking form. Should the full period of rental which has been paid for not be utilised
due to late arrival or early departure, we regret no refund is possible.
Villa Retreats or its associated companies cannot accept responsibility for failure
to carry valid passports, visas, licences or other necessary documentation.
Except where expressly stated in these booking conditions Villa Retreats cannot
accept any liability or pay any compensation where the performance or prompt performance
of our contractual obligations is prevented or affected by reason of circumstances
amounting to force majeure. In these booking conditions force majeure means any
event which we, or the supplier of the service(s) in question could not, even with
all due care and attention, avoid. Such events may include war or threat of war,
civil strife, natural or nuclear disaster, industrial dispute, terrorist activity,
fire, adverse weather conditions, unforeseen local building/roadworks, unavoidable
technical problems with transport and all similar circumstances beyond our control.
Please see 'Holiday Insurance.' Whilst we do not exclude or limit our liability
for loss or damage sustained by clients as a result of negligence by our employees
or agents, this cannot extend to actions/omissions by the property owner over whom
we have no direct control. Nevertheless, we will offer all reasonable assistance
in the settlement of any dispute which may arise.
Whilst we endeavour to make sure that you enjoy your holiday, sometimes things go
wrong. If you have a problem or query during your holiday, please bring it to the
attention of our local management company immediately so that they have an opportunity
to put it right at the time. If no local management company is available in that
area, please contact our Wilmslow office direct. If your complaint cannot be completely
resolved locally, you must inform our management company and follow this up within
28 days of your return home by writing to our Wilmslow office. If you fail to follow
this procedure, we cannot accept responsibility for any claim, as we will have been
deprived of the opportunity to investigate and rectify the problem.
We take great care to ensure the accuracy of information included in this brochure
and on our website; however, there may be times when facilities, which are not under
our direct control, may not be available. We will endeavour to inform you of any
such changes in advance, although these will not in themselves entitle you to cancel
your reservation without penalty. Villa Retreats acts as agent for the owners or
management companies of the villas/apartments featured on this website and whilst
we lay down our own minimum standards of furnishing, decoration and maintenance,
we cannot guarantee that any particular feature will be available.
Are intended to give an overall impression of individual villas or resorts. 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 or descriptions compiled.
Our Commitment to You
We plan our holiday portfolio months in advance and occasionally properties are
withdrawn by owners or other circumstances make them unavailable/unsuitable for
rental. Fortunately this is a very rare occurrence but we will advise you as soon
as possible and always endeavour to offer an alternative property of an equal or
higher standard if we are forced to make changes to your holiday plans due to circumstances
outside our control.
And resulting disturbance from sites close to any properties featured in our programme
may occur at any time during the year. Some resorts are continuing their development
and local works may be taking place or may be planned. Where we are aware in advance
that such works are likely to occur during your holiday and may in our opinion significantly
affect your enjoyment, we will advise you. We will endeavour to offer you alternative
villa accommodation (with you paying or receiving a refund in respect of any price
difference) or if we are unable to offer you similar accommodation, we will refund
all monies paid for your villa/apartment (excluding insurance premiums and any amendment
charges or any ancillary costs such as flights or car-hire). Villa Retreats has
no control over building work and, due to its often intermittent nature, is not
always aware when it may commence. Should building work commence during your stay,
we regret we cannot accept any responsibility or liability, however, you should
contact our management company and we will endeavour to find alternative accommodation.
Most villas enjoy private swimming pools. Please take great care by the pool area,
especially if under the influence of alcohol, as accidents may and sometimes do
occur. We recommend that you do not dive into the swimming pool or use while under
the influence of alcohol. Children must be supervised in the swimming pool area
at all times. Pool heating, (where available) must be requested at time of booking:
this will be subject to an additional charge payable locally to our management company.
Failure to pay in resort will result in a deduction from your key deposit.
In order to process your booking and to ensure that your travel arrangements run
smoothly and meet your requirements we need to use the information you provide such
as name, address, any special needs/dietary requirements etc.
We take full responsibility for ensuring that proper security measures are in place
to protect your information. We must pass the information on to the relevant suppliers
of your travel arrangements such as your tour operator, airlines, hotels, transport
companies etc. The information may also be provided to security or credit checking
companies, public authorities such as customs/immigration if required by them, or
as required by law.
Additionally, where your holiday is outside the European Economic Area (EEA), controls
on data protection in your destination may not be as strong as the legal requirements
in this country. We will not however, pass any information onto any person not responsible
for part of your travel arrangements. This applies to any sensitive information
that you give to us such as details of any disabilities, or dietary/religious requirements.
(If we cannot pass this information to the relevant suppliers, whether in the EEA
or not, we cannot provide your booking. In making this booking, you consent to this
information being passed on to the relevant persons.)
Usually your tour operator or other principal will pass this information onto their
suppliers once we have provided it to them. The tour operator or other principal’s
use of your information is subject to their policy, both in respect of your booking
and any future marketing, and is their responsibility. Please ask either us or them
for a copy of this if you would like to see it.
Your data controller is: Lynn Pearson
You are entitled to a copy of your information held by us. If you would like to
see this please ask us. [We may make a small charge for providing this to you]