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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.

Flight Only
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 586 586).

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: micochabra@lycos.co.uk

Changeover Days
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.

In-Villa Equipment
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.

Opening Hours
Our specialist team is available Monday to Friday 9am to 5.30pm and Saturdays 9am to 1pm (reservations only on Saturdays).

Booking Conditions

Villa Retreats act as agents only for owners of individual villas or their appointed management companies.

Prices
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.

Booking Form
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 deposit.

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.

Your Balance
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.

Rental Duration
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 time stated.

Amendments
To bookings, e.g., name or date changes, additional persons, etc. after written confirmation are subject to an amendment fee of £30.

Cancellations
Your booking is subject to the following scale of cancellation charges:

Cancellation date prior to arrival; Cancellation charges;
More than 84 days prior to arrival Loss of Deposit Paid
84 - 45 days prior to arrival 50%
44 - 31 days prior to arrival 75%
30 - 15 days prior to arrival 90%
14 days or Less prior to arrival 100%


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.

Passports/Visas
Villa Retreats or its associated companies cannot accept responsibility for failure to carry valid passports, visas, licences or other necessary documentation.

Force Majeure
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.

Complaints
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.

Website Accuracy
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.

Photographs
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.

Building work
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.

Swimming Pools
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.

Data Protection

Your booking
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]