Terms and Conditions for Medlock Serviced Apartments UK

In this agreement the following definitions apply unless the context requires otherwise 'The Company' shall mean Medlock Apartments Limited, registered in England and Wales, company Registration number 06723545 The Guest' shall be deemed to be the person who is named and has accepted the Booking form directly through Medlock Apartments Limited or its appointed agent and or the person responsible for the payment of the Apartment. 'Rental' shall mean the period for which the Apartment has been rented for or has been reserved for. 'The Booking form' shall have the meaning of the contract between the Guest and the Company for which these terms and conditions apply in full. 'A Booking' shall mean a period for which the Guest has committed to the Rental and the full amount of the Rental has been paid. 'The Emailed Booking Form' unless otherwise rejected in writing within 24 hours of sending, shall form the completed contract with the Guest accepting these terms and conditions and providing details of the Period of Rental, Location, Deposit Paid and Balance due .'Reservation' shall be deemed to mean where a deposit has been paid to hold the date, but the full amount has not been paid. 'Apartment' shall mean any property managed or owned by The Company and provided to the Guest 'Deposit' shall mean the amount due under the terms of this agreement to secure a reservation 'Balance' shall mean the amount due under the terms of this agreement, less any deposits paid .'Invitees' shall have the meaning person or persons accompanying the guest as his or her guest. 'Rental Charge' shall mean the amount due at any time under the terms of this agreement 'Due Date' shall mean the date that the balance of the Rental Charge is due.

1. Responsibility

1.1 The Guest shall be responsible for the proper behaviour of all invitees in the apartment and shall be primarily responsible for any damage caused to the fabric of the apartment or its contents and cleanliness howsoever caused. It is an express condition of the Rental that the Guest accepts this responsibility. A copy of the inventory in each apartment is available upon request and any issues must be reported within 24hours of arrival.

1.2 Parties are strictly prohibited in any of the Company properties. The Company reserve the right to terminate the booking with immediate effect and advise the guest to vacate the property, in these circumstances no refund is applied against the entire charge. The Guest shall be fully responsible and liable for any damage caused both inside and outside the apartment by the Guest or a member of his or her invitees, howsoever caused. This includes incitement or behaviour resulting in damage to the apartment or its contents by a third party. The Guest expressly agrees to be held liable for the retail cost of any loss, repair or replacement items as a consequence of any damage, loss of theft caused. The Guest further agrees that the Company may at its entire discretion determine the organisation who will effect the cleaning, repairs or replacement. Furthermore, the Guest shall be responsible for payment of a fixed rate, which shall be determined by the Company, at its sole discretion for the period during which the apartment cannot be used as a consequence of said damage and repairs. That notwithstanding, the Guest shall also be responsible for any further losses which are incurred as a result of lost bookings, if the apartment is uninhabitable.

1.3 The Guest further holds the Company harmless of any liability whatsoever for any personal injury, loss or material damages arising from the direct inappropriate conduct of his or her invitees.

1.4 The Company shall not be held liable or responsible for any articles left in the apartment and would always advise a Guest to use room safes where provided. This clause specifically indemnifies the Company from any such responsibility and the guest undertakes to advise his or her invitees. Where the Company is requested to return an article that has been left in an apartment the Guest specifically agrees to indemnify the Company from any responsibility for loss in transit. In addition, the Guest agrees to pay the Company any costs incurred for the return of the article. Unless requested in writing, the Company will return the article using the standard postal service. Where the article is considered to be of high value then it will be the responsibility of the Guest to arrange his or her own collection. Any item unclaimed after 90 days will be disposed of by the Company.

2. General Conduct

2.1 The Guest is responsible for the general conduct and behaviour of his or her invitees. The guest or his or her invitees must not at anytime cause a nuisance or disturbance to others within the building. The Company or its employee may provide a warning to the Guest and his or her invitees and failure to adhere could result in The Company reserving the right to terminate the booking with immediate effect and advising the guest to vacate the property with no refund for the remainder of their stay.

3. Safety

3.1 The Guest accepts that the Company has a strict 'No Smoking Policy' in all of its Buildings and Apartments and that any failure to adhere to this policy will result in the immediate termination of the Rental without any refund. In addition to which, the Guest shall be held responsible for the cost of a deep clean at to clear the odour, plus any damage caused to furnishings as a consequence of the smoking by the Guest or his or her invitees failing to adhere to this policy will hold the guest liable to £100.00 fine in addition to the aforementioned.

3.2 Each apartment is designed for a specific number of guests ranging from two to four depending which apartment you choose to stay in. You are required to declare how many are in your party at the time of the reservation. Exceeding the designed limited exposes the Company to unnecessary Health & Safety risks and you are breaking the law if these are exceeded. Any guest found to have more invitees than legally permitted will be asked for the invitees to leave immediately. Refusal could result in the Company terminating the booking with immediate effect and advising the guest to vacate the property with no refund for the remainder of their stay.

3.3 The Company does not permit the taking of any illegal drugs or partaking of any illegal activities whilst in the apartments, failure to abide by this condition will result in the immediate termination of the Rental without any refund.

3.4 The Guest or his or her invitees must not display irresponsible or aggressive behaviour which could give rise to damage to the apartment or its contents or endanger the safety of the others within the Building, as this will not be tolerated in any form. This includes, but is not limited to: shouting abuse, rudeness or intolerance directed at any other guest, Company employees, and misuse of the equipment, fixtures or fittings within the Apartment or wilful or accidental damage to the Apartment generally. Such behaviour will result in the immediate termination of the Rental without refund on the remainder of your stay. In addition, the Guest shall be held liable and responsible for any loss, howsoever caused, by the irresponsible behaviour of his or her invitees.

4. Limitation of liability

4.1 The Guest accepts and indemnifies the Company or its employees against any loss, consequential or otherwise as a result, direct or otherwise of a failure to secure his or her own belongings within the apartment.

4.2 The Company or its employees may provide advice from time to time. However this does not form any part of the contract between the Guest, the Guest's invitees or the Company and its Employees.

4.3 Any cancellations must be directed through the booking agent used to make the booking in the first instance. Please check their Terms and conditions on the website you booked on. Or if direct, then the Medlock Apartments Limited Terms & Conditions apply.

4.4 In the event that an apartment is considered unsuitable by the Guest, 'subject to availability' the Company shall make such alternative arrangements as necessary to move the Guest and his or her invitees to an alternative location. The Company may at its entire discretion offer travelling expenses, alternatively the Guest, or his or her invitees may make alternative arrangements at their cost, for which no claim can be made against the Company.

4.5 Guest Complaints must be received in writing by post or email during their stay. Once received the Company agrees to undertake a thorough investigation fully cooperating with all parties concerned and promises to provide the Guest with a formal reply within seven (7) days of receipt.

4.6 Where the Company accepts responsibility whether in full or in part for a failure to perform its obligations under the terms of this contract then the extent of any liability shall be limited to a maximum of £50.00 GBP

5. Payments and Deposits

5.1 To make a reservation the Guest shall be required to pay in GBP a Deposit which shall be 25% of the total Rental charge plus VAT (VAT will be charged at the appropriate rate.) or the full Rentals charge plus VAT.

5.2 Whilst reservations are accepted by the Company it may at its entire discretion, cancel the reservation up to 21 days prior to the booking date. Conversely, the Guest may cancel up to 7 days prior to the Booking date and receive a full refund less a charge of £50 plus VAT to cover administration costs of the cancellation. However, in the case of a cancellation in the period of 4 – 7 days a Charge £75 plus VAT to cover administration charges and loss of potential earnings will be applied. If a cancellation is within 1 – 3 days of arrival no refunded will be payable and the full payment still falls due.

5.3 The Guest may elect to pay the full amount of the Rental at the time of making the reservation in order to confirm the Booking. However, the Guest accepts that once a Booking is confirmed, no full refunds will be provided for any reasons whatsoever and the same rules apply as in cancellations section 5.2

5.4 The Balance is due 7 days prior to the date of the Guest arrival, this is the standard Due Date. Failure to pay on or before the Due Date will result in the cancellation of the Reservation and the loss of any Deposit paid. The Guest accepts that the Company does not issue a reminder when the Balance is due and it is entirely the Guests responsibility to ensure that the Balance is paid on or before the Due Date.

5.5 Where payment has not been discharged by the Due Date, this shall be deemed a breach of this Rental Agreement and the full amount of the Rental shall become immediately due from the Guest; the Company may also at its sole discretion cancel the Rental Agreement, whilst pursuing the claim against the Guest. The fact that the Booking may not take place as a result of this breach does not derogate the responsibility of the Guest to pay the full amount due.

5.6 The Company will place a pre-authorisation charge of £100 including VAT on credit cards used at least 7 days prior to the arrival date by way of security deposit against damage to the apartment or its contents. This deposit will be returned within 7 days at the end of Rental period provided there are no claims against it. The amount of the deposit does not limit any subsequent claim for loss or damages by the Company against the Guest.

5.7 Where payments are made by cheque, the Guest is responsible for ensuring that payment is received by the Company in sufficient time to allow clearance by the Due Date. The Company will not under any circumstances whatsoever, release an apartment for Rental where payment has not cleared on the Due Date, or in any event on the date of the arrival.

5.8 The Company requires that the Guests credit card used for the Booking is provided prior to, or on the day of arrival along with a Passport or ID card or a UK utility bill (No more than 3 months old) to a Company employee to ensure we have the correct identity of the Guest staying in the Apartment and this may be extended to his or her invitees.

6. Additional charges

6.1 In the event that the Guest makes any changes to the Booking within 7 days of the date of Arrival, then the Company reserves the right to charge £25 plus VAT admin fee and the Guest agrees to pay such charges immediately.

6.2 Where the Guest wishes to extend their stay beyond the period of the Booking this must be done in writing. Best endeavours will be used to accommodate the request all extensions are subject to availability and rate changes. If available, payment for any extension will be taken at the time of conformation and notification issued.

6.3 Check in is any time after 15:00 hours, early arrivals must be confirmed with reservations prior to arrival and may be chargeable.

6.4 Check-Out is 11:00 hours. A later check out can be arranged with our reservations department one day prior to departure and incurs the following charges: Confirmed extensions prior to departure £15+ VAT per hour up until 2pm (subject to availability) Unconfirmed late departures incur a penalty charge at: £30.00 + VAT per hour up until 2pm, after this you will incur a further charge for an additional night of £100.00 + VAT.

6.4 In the event that the Apartment has been left in an unreasonable condition by the Guest or his or her invitees, then the Company reserves the right to charge for the cost of a deep clean. Such circumstances that could give rise to this charge include, but are not limited to; spillage of food, drinks, sickness, smoking and illness. The minimum cost of a deep clean is £150.00 plus VAT, but this amount could increase dependant on the consequential damage to furnishings or fittings. The responsibility for reimbursement of such costs is that of the Guest.

6.5 Where payment is made by credit card, whether in part or in full the Company shall add 5% of the value to cover the transaction charges paid by the Company, this charge will not be applied where payment is made via a BACS transfer, debit card or cheque.

6.6 In the event that Apartment keys and or fobs are lost or not returned, it will incur a replacement charge of £100.00 per set of Keys and £50.00 per key fob. In the event of a Guest locking themselves out, we can arrange to let a guest back in although a charge of £50.00 will be applied for a member of staff to call-out to cover time and expenses.

6.7 Any additional guests staying in an apartment that are not declared at the time of the reservation will result in a £75.00 per nightly charge.

6.8 We provide an ' out of hours emergency contact service number' This is open 24/7 and provided for genuine emergencies only, such as but not limited to; Power loss, Fire, Flood, alarms sounding and so on. In the event of misuse a charge of £50.00 is charged to the guest's account which is due on demand.

7. Other conditions

7.1 All Guests must be over the age of 18, Hold a Current Passport or Identity Card and have a Valid Credit Card for the duration of their stay.

7.2 The Guest must ensure all minors in the Apartment are supervised at all times to ensure their own safety and that of others in the building., the Company reserves the right to insist that an appropriate adult is in attendance at all times, in the event of safety issues or noise disturbance to others guests.

7.3 Account holding customer's invoices only become due 28 days following the date of the Arrival, all other conditions pertaining to payment remain in force, including cancellation clauses.

7.4 In the event that the Guest is a business then that business shall assume the responsibility of the Guest and will be bound to advise the invitees of the terms and conditions of our Rental.

7.5 If any individual term or condition is found to be invalid for any reason whatsoever this shall not deem this agreement to be invalid and all other terms shall remain in force.

7.6 The Company does not permit pets of any description into its Apartments. The only exception to this rule and by prior arrangement only, is a dog for a visually impaired person.

7.7 The Company may at its entire discretion refuse any Reservation without explanation or reason.

8. Data Protection

8.1 All personal data is processed and regulated under the data protection act in strict and secure way. The Company takes such matters as personal privacy of Guests data very seriously and can confirm that your personal information will only ever be used to process your Reservation.
 

DISCLAIMER: Guest should be aware at the time of booking. Medlock Apartments Limited do not accept any responsibility for Guests' possessions whilst they are staying in our properties. We take all reasonable steps to ensure your safety and that of your possessions but advise due diligence on your part whilst recommend you arrange suitable insurance cover. This applies to items left in your apartment, in public areas and or in Medlock Apartments car parks.