GENERIC TERMS & CONDITIONS
Version 5.1a updated 29th May 2016
Actual owners terms may vary. Primary areas of change: Arrival & Departure times, Minimum booking age, Deadline for balance of payment & Payment methods. The owners will verify these in writing upon request.
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Terms and Conditions Templates were last updated on 29th May 2016 (ver 5.1a).
All forms are the copyright property of mycaravan.biz and for personal use only. Commercial licenses are available.
These Terms & Conditions are here to protect the rights of the Caravan Owner, Agent and all the Guests. Please read them very carefully, as you are entering into a legally binding agreement.
Keep a copy of the T&Cs with you during your holiday as you may need to refer to the information, especially the summary pages.
Before your Holiday:
ARRANGE TRAVEL INSURANCE – It is highly recommended that you arrange Travel Insurance to cover all guests. This will help protect you if you need to cancel your holiday as the owner may not refund you if they are not responsible for the cancellation and are unable to re-sell it themselves.
YOU MUST NOT TRY TO SELL YOUR HOLIDAY TO SOMEONE ELSE – Only those named on the booking form will be allowed in the caravan. This means that if you have to cancel you cannot sell the holiday to someone else. They may sue you when they are now allowed into the caravan.
IF YOU HAVE TO CANCEL YOUR HOLIDAY BOOKING – If you cannot pay the deposit or balance of the holiday, or you are unable to honour the booking for any reason whatsoever, then please contact the owner immediately. This will give them more chance to re-sell the dates and will save them having to keep chasing you. They may even be able to offer payment by instalments if you require help spreading the cost. You may need to claim on your insurance in order to obtain a refund of any monies paid.
Arriving at the Caravan:
DO NOT ARRIVE BEFORE THE STATED ARRIVAL TIME – You will either be denied access, fined or evicted. The arrival time is there to allow for cleaning and to ensure everything is ready for your stay.
CHECK THE CARAVAN WHEN YOU ARRIVE – If you find anything wrong please contact the owner immediately. This will protect you if things are found after you leave that you knew about.
If anything is damaged during your stay please contact the owner immediately so that they can arrange repair before the next guests.
Arrival Day, Date & Time:
Departure Day, Date & Time: These details will be completed at the time of booking
Owner Contact Number:
During your Holiday:
KEEP THE CARAVAN CLEAN & SECURE – You have a responsibility to leave the caravan as you first find it. Prior to your stay the caravan should have been thoroughly cleaned. Always ensure that doors and windows are locked when you are not in the caravan.
USE OF GAS & ELECTRICITY – These are provided FREE FOR FAIR USE ONLY. In the event of excessive use of either Gas and/or Electricity you will face additional charges.
If you are not sure if you may be likely to use a lot of Electricity or need new gas bottles then contact the owner immediately. Take care when the weather is cold, not to keep heating on when unattended or when rooms have reached a comfortable temperature.
DO NOT WEAR STILETTO HEELS – on any areas of soft lino as this will damage it and you will be charged for the replacement costs
DO NOT FEED THE GULLS or other birds on the site – Feeding birds can be dangerous and creates extra mess on the site, which may be poisonous, it also causes nuisance and risks to other people on the caravan site.
● LOOM BANDS and similar mass packaged small items
● PLASTICINE and other clay type products
● BB GUNS and other weapon type items that could cause damage or injury
PRODUCTS WHICH MUST BE SUPERVISED:
● FELT TIP PENS & PAINTS - these MUST NOT be used unless there is adult supervision to ensure that there is no damage to the caravan
YOU WILL BE EVICTED, IMMEDIATELY, WITHOUT COMPENSATION IF:
● You have extra guests, or pets, staying that have not been pre-registered
● You cause any nuisance to others, such as loud music or shouting
● You feed birds anywhere on the caravan site
● Anyone is found to be smoking in the caravan
● You park in areas other than those approved by the caravan site
● You breach any of the rules of the caravan site
● OR breach any of the other conditions listed below
YOU MUST CONTACT THE OWNER IMMEDIATELY IF:
● If you have a problem with anything in the caravan.
● If anything is Broken or Damaged during your stay, as the owner may be able to arrange repair or replacement during your stay. You may be charged for repairs or replacement.
● Site issues must be dealt with by the Site Office Staff, not the caravan owner. This may include resetting the Electric, for which you may be charged.
The End of your Holiday:
LEAVE THE CARAVAN CLEAN & SECURE – Prior to leaving the caravan please ensure that all kitchen equipment is clean and back in place, that all kitchen surfaces and caravan tables have been wiped clean, bins have been emptied as instructed, the floors have been hoovered and left clear of mess.
The caravan should be left in the state you found it so that the cleaners don’t have to spend extra time and delay the next guests.
Failure to keep the caravan clean and tidy will result in the loss of your deposit.
Do not steal any property from the caravan or you will be charged and may face prosecution.
All doors and windows must be closed when you leave the caravan. Failure to do this risks the security of the caravan and the deposit may be withheld.
The owners/cleaners will take photographs of any mess or damage they find. Please respect their property.
DO NOT LEAVE LATER THAN THE STATED DEPARTURE TIME – You will be fined if you leave late as access is required by cleaners and the next guests may suffer delays in starting their holiday, for which they will expect compensation.
LEAVING THE CARAVAN BEFORE THE DEPARTURE DATE – If you leave the caravan before the departure date you will not be compensated unless this is due, in whole or in part, to the caravan owner being unable to provide the advertised holiday.
Damage to the caravan or its contents, or the requirement of additional cleaning due excess mess WILL result in loss of full or partial deposit and may result in small claims court action to recover additional charges and replacement costs.
Index of Topics
A) The Caravan Owner
B) The Booking Agent
C) The Guests
D) Booking Restrictions
G) Rental Charge
H) Accepted Payment Methods
J) Arrival and Departure
K) The Condition and Contents of the Caravan
L) Use of Equipment in the Caravan
O) Damage to/Loss of Property (The Caravan and/or it's contents)
P) Problems with your accommodation
Q) Early Departure
R) Public Liability Insurance
S) Private Insurance
T) Eviction from the Caravan
U) The Caravan Site
V) Disputes and Harassment
X) Entertainment Passes
When signing the booking form or paying the full deposit you are confirming that you, the nominated hirer, agree to be bound by all of the following Terms & Conditions, with all other parties concernedA) The Caravan Owner
a) The agreement is made on the understanding that the Caravan Owner will remain responsible for providing the advertised service. They will be liable to compensate the guests in the event of any failing on their behalf, that was not outside their control, in accordance with the terms detailed below.
b) The owner will ensure that the full holiday cost, including deposit is retained in an account should they be required to provide a full refund.B) The Booking Agent
a) If a booking agent is used, they will be responsible for taking and confirming the booking and potentially accepting and transferring funds, subject to their agreed fees. They hold no responsibility unless due to their own failings. The agent may withdraw their services at any time, for whatever reason. The booking will not be affected by such a withdrawal.C) The Guests
a) The nominated group leader will be subject to fines in the event of misconduct by any of the group members that is not satisfactorily resolved, as detailed below.
b) The nominated group leader accepts full responsibility and liability for the conduct of all guests should they breach any of the rules. It is their responsibility to ensure that all the guests are aware of the full details of these terms and conditions.
c) No extra guests are allowed to stay overnight in the caravan, without written permission, from the owner. You may have visitors during the day only.
d) The holiday must not be sold on to someone else. Any changes must be approved by the owner.
e) Children under the age of 16 must not be left unattended.D) Booking Restrictions
a) Bookings will only be accepted if the hirer is at least 25 years old (owner notes)
An electoral roll search may be carried out by the owner or agent to confirm identity
b) NO Same sex groups - e.g. Stag and Hen parties.
Family and Friends same sex groups may be accepted on request.
c) NO Pets of any kind, unless agreed at the time of booking (owner notes)
d) The maximum number of allowed guests may be lower than the maximum berth of the caravan. This is in order to improve the comfort of the guests and reduce wear on foldaway beds. Limits may also be added if a cot is used/required.
e) Only guests named on the booking form will be allowed in the caravan.
Spot checks may be carried out and any time during the holiday. Unauthorised guests will be evicted and the remaining guests may also be evicted and forfeit the remainder of their stay, without compensation.E) Bookings
a) The deposit must be paid within 7 days to confirm booking.
Cheques will not be considered cleared funds until 6 working days after they have been banked.
Dates will be released after this period, without further warning
b) Provisional bookings will not be accepted under any circumstances
c) Full Names and Ages of all persons staying in the caravan are required at time of booking
d) Full rental charge is due 4 weeks before holiday, otherwise the booking will be cancelled and the deposit not refunded (owner notes)
e) If booking via an agent the agreement is still made between the Guest and Caravan Owner.
The booking agent will not be liable for any failings that are not their own wrong doing.F) Deposit
a) The deposit must be paid in full to secure booking, this is in addition to the Rental Charge
b) The actual deposit charge may vary depending on the season and holiday cost
c) In the event of cancellation the deposit will not be refunded under any circumstances, unless cancelled by the caravan owner due to their inability to honour the booking.
d) Deposit will be returned within 14 days after the caravan has been checked, unless, there has been a breach of any of the conditions by any of the guests.
Such as, but not limited to including:
i) Section C - additional guests staying overnight
ii) Section D - breaching booking restrictions
iii) Section I - damage to, or theft of, contents, breach of security, etc
iv) Section J - improper use of equipment
v) Section K - unreasonable behaviour
vi) Section L - leaving after the agreed departure time
vii) Section N - damage to the caravan or its contents
viii) Section T - you have been evicted from the caravan for any reason
e) Part deposits will not secure dates and will not be returned
f) There will be a deduction of any delivery charges to return items that have been left behindG) Rental Charge
a) This is in addition to the deposit and must be paid no later than 4 weeks before the holiday. Payment will be required in full if booking less that 4 weeks before start of holiday (owner notes)
b) In the event that the holiday is not paid for in full 4 weeks before the holiday will be cancelled and the dates released for re-sale. (owner notes)
c) Instalment options may be offered by the owner, however the full total must be paid on time
d) Payments will not be accepted on the day of arrival under any circumstances.H) Accepted Payment Methods
a) Cash, Cheque, Postal Order, Bank Transfer, Mobile Payment, PayPal (owner notes)
Specific details will be provided upon request.
Always include your Surname or Reference when making payments.I) Cancellation
a) The booking will be cancelled if:
i) the Full Deposit is not received within 7 days of booking
ii) the Rental Charge is not received within 4 weeks of the start of the holiday (owner notes)
b) The deposit will not be refunded under any circumstances unless the caravan owner is unable to provide the caravan for the required period and is unable to provide and alternative date.
c) If cancelled by you before the holiday the full cost will be lost, including the deposit. A partial refund may be offered if the holiday is resold at the discretion of the ownerJ) Arrival and Departure
a) You MUST NOT arrive before the time stated by the caravan owner. (owner notes)
You will be denied access to the caravan if you arrive early.
b) You MUST be out of the caravan before the check out time stated by the caravan owner. (owner notes)
Your deposit may be used to compensate the next guests if you leave late.
c) Keys will be available as advised by the caravan owner.
You will be liable for the costs of replacing the Locks and all Key Sets if the keys are lost
d) The caravan owner will not be responsible if you cut your holiday short, unless caused by problems with the caravan that the owner has not been able to rectify.K) The Condition and Contents of the Caravan
a) NO Smoking at any time, of any kind inside the caravan.
b) Use of drugs is forbidden.
c) NO Property of any kind is to be removed from the caravan.
d) If pets have been allowed into the caravan then all areas must be kept clean.
e) Safety equipment, such as Smoke Alarms or Fire Extinguishers must not be tampered with, including removal of batteries from smoke alarms.
f) Naked flame products, such as Candles and Barbecues, must not be used in the caravan.
g) All rooms must be left in the same clean, tidy condition as they were found in.
h) You are responsible for the security of the caravan during your booking.
All Windows and Doors must be locked securely when you are not in the caravan.
Breach of any of these rules will result in eviction from the site, loss of deposit and further legal action if necessary.L) Use of Equipment in the Caravan
a) You are agreeing to the safe use of all equipment in the caravan
b) The holiday is self-catering so you will need to provide all your own food
It is at the discretion of the owner whether a welcome pack is provided.
c) All utilities (Gas, Water & Electricity) are included in the overall cost, on a fair-use basis
In the event of excessive use, such as leaving heating on all the time, without the owner’s prior consent, you may be charged an excess to cover the additional charges incurred by the owner for additional gas bottles, site reset fees, etc.
d) If you are unsure how to use any of the equipment provided then contact the owner immediately. Do not attempt to use anything that you are unsure about.
e) The caravan owner will not be considered liable for any injury caused by improper use of any equipment
f) Faulty equipment must be reported immediately. You must not use any equipment you do not consider to be in a perfect condition
g) Any claims of injury must be reported immediately
h) Claims will be thoroughly investigated and prosecution may be sought in the event of fraudulent claims
i) Items such as bicycles may be available at the discretion of the caravan owner. Use of such items is as your own risk and you will be expected to provided your own safety equipment.M) Behaviour
a) You have a duty of care towards other site guests and as such must not cause nuisance either verbally or by excessive music, etc.
b) Whilst alcohol is permitted, it is expected that all guests conduct themselves in a proper manner at all times and remain civil towards the other guests and other site users.
c) Children must be kept under control at all times. This includes whilst in the caravan or whilst using and services provided by the caravan site.
d) In the event that dogs have been allowed, they must be kept on a lead at all times, whilst on the caravan site. They must not cause distress to any other persons on the site.
Breach of any of these rules will result in eviction from the site, loss of deposit and further legal action if necessary.N) Vehicles
a) You leave your vehicle and contents on site at your own risk. Neither the caravan owner, nor the caravan site, will accept responsibility for damage or loss, unless by their negligence.
b) The caravan site speed limit must be respected at all times
c) All drivers must hold a Valid Driving Licence, Insurance, MOT and Road Tax
d) Electric/Hybrid vehicles MUST NOT be charged from the Caravan, as this is excessive use of electricity and you will be fined.O) Damage to/Loss of Property (The Caravan and/or it's contents):
a) Please report any accidents, losses or damages caused by you or your party as soon as possible to enable us to respond to the circumstances. Smaller items may be replaced by yourselves if you wish, but the item(s) must be ‘like for like’ or part or all your deposit may be kept to cover, or contribute to replacement costs.
b) Where the damage exceeds the deposit then necessary action will be taken to seek full compensation, which may included additional charges
c) In the event that you are not happy with the response from the owner then you must seek legal advice, as this will protect the rights of both you and the caravan owner.P) Problems with your accommodation
a) You must report any problems immediately, to the caravan owner, sending photos when possible.
b) You must give the caravan owner a fair and reasonable opportunity to rectify problems or offer suitable compensation.
c) In the event that you are not happy with the response from the owner then you must seek legal advice, as this will protect the rights of both you and the caravan owner.
d) You must not make comments, or post photographs or videos in any public domain, such as Facebook or Twitter, as any such action could be considered defamatory and leave you at risk of prosecution. Even posting on your own private pages is not recommended as anyone can copy and share without your permission.Q) Early Departure
If you leave the caravan before the agreed departure date, you will not receive any compensation, unless the caravan owner has failed to provide the advertised holiday. Situations beyond the control of the owner will not be considered as for reason for refund.R) Public Liability Insurance
a) Names and Ages of all persons staying in the caravan are required to validate insurance
b) Only named persons may stay in the caravan otherwise any insurance claims will be invalid
c) Changes to approved guests may be made at the discretion of the caravan owner
d) Non-approved guests will be denied access to the caravan or if they have been given access all guests will be asked to vacate the caravan immediatelyS) Private Insurance
a) The owner’s Public Liability Insurance only gives very limited protection.
b) Your home insurance may cover you and your belongings whilst you are on holiday. It is unlikely to cover: Accidents, Medical Expenses or Losses due to delays or cancellation.
c) We strongly recommend that you take out Holiday Insurance to cover these exemptions. These policies are available quite cheaply from most insurance brokers.T) Eviction from the Caravan
a) You will be evicted from the Caravan, by the caravan owner or caravan site management, and your deposit will not be refunded in the event of, but not limited to:
i) Unreasonable behaviour by any of the guests
ii) Additional, unregistered guests being found in the caravan
iii) Smoking in or damage to the caravan or any of its contents
iv) Pets being taken into the Caravan (owner notes)U) The Caravan Site
a) The caravan owner is not responsible for any of the services and facilities provided by the caravan site.
b) The site owners may vary services and facilities at short notice.
c) You should visit the website for full site details and their complaints procedures if you have any problems with anything they offer or fail to provide. This includes site wide power loss, closure of entertainment areas, etc
d) You are also bound by the rules of the caravan site. These can be obtained from their website or from Reception upon arrival.
e) Breaching the Site Rules may result in eviction from the site and termination of your holiday
f) The caravan owner will not be liable to compensate you in the event of any dispute with the site, unless it has been caused by the action of the caravan owner.
g) Any passes purchased remain the property of the site owners, not the caravan owner. Conditions of use of the passes may be changed at any time.V) Disputes and Harassment
a) In the event of disputes then a third party may be consulted in order to resolve matters
b) Repeated/abusive telephone calls, text messages, written correspondence or other contact will not be tolerated
c) By agreeing to these terms you will not threaten legal action in the event that the deposit is not returned due to any breach of these rules. Any such action will be considered harassment
d) You will be liable for any additional costs incurred as a result of any breach of these rulesW) Blacklisting
a) In the event of non-payment, late departure, damage or breach of any conditions then future bookings may be rejected by us and other caravan owners.
b) In order to comply with the Data Protection Act, any response you provide will be published along with the details of your actions.X) Entertainment Passes
a) The caravan owner will advise you if entertainment passes are available and if they are included in the price or if an additional payment in required.
b) It is the responsibility of the guest making the booking to ensure that they are clear on whether passes are available and how they are to pay for them.