1. GENERAL

We, The Luxury Travel Book Limited of 2nd Floor, Nucleus House, 2 Lower Mortlake Rd, Richmond TW9 2JA. (“we” or “us), act only as an agent in respect of all bookings that we take and/or make on your behalf.

As an agent for our property suppliers, your contract will be with the Supplier of the arrangements in question (the “Supplier”). When making your booking, you are entering into a contract with the applicable Supplier of the property, who is in agreement with the Terms and Conditions as specified below. 

You may decide to make one or more bookings with us at the same time. The price charged in total for more than one booking will always equal the prices charged separately for each individual booking. All arrangements are available to be purchased separately at the same price as they are when more than one booking is made. This means that any multiple bookings do not constitute a package as defined in the Package Travel, Package Holidays and Package Tours Regulations 1992.

By booking with us you agree that:-

1. you have read these Agency booking conditions set out in this document and agree on behalf of yourself and all members of your party to be bound by them;
2. you consent to our use of your information in accordance with our Privacy Policy;
3. you consent to the use of tracking technology as disclosed to you in our Privacy Policy; and
4. you are over 18 years of age and where placing an order for services with age restrictions you declare that you and all members of your party are of the appropriate age to purchase those services.

2. FORMATION OF CONTRACT

• 2.1 Before making a booking, you must contact us to obtain confirmation that your chosen property is available for the dates required. You must send us a completed and signed Booking Form and payment of a non-refundable deposit. This is normally 30% but, depending on the requirements of the Supplier, it is sometimes 50%, and you will be notified at the time of booking. A binding contract between the person who has signed the Booking Form and the Supplier will be made when we issue a confirmation invoice on behalf of the Supplier. You are responsible for payment of the price of the holiday and the compliance of members of your party with these conditions.
• 2.2 Bookings cannot be accepted from persons under 18 years of age at the time of booking. We reserve the right to refuse a booking without giving any reason.

3. PAYMENT

• 3.1 The balance, which is also non-refundable, must be paid no later than nine weeks before departure. If full payment is not received by the balance due date, we will notify the Supplier who may cancel your booking and charge the cancellation fees set out in their booking conditions. Some properties may have different arrangements for payment of the balance which will be explained at the time of booking. 
• 3.2 If you book less than nine weeks before departure our Suppliers will require the full holiday charge to be paid at the time of booking. 
• 3.3 Except where otherwise advised, all monies you pay to us for arrangements will be held on behalf of the Supplier(s) concerned, and paid on to the Supplier as soon as we receive your payment.
• 3.4 Payments are normally taken in the currency that we will be paying the Supplier. We can accept wire transfers or Credit cards (Visa, Mastercard or American Express). We pass on the credit card company’s charge for credit card payments.

4. THE PRICE

• 4.1 We, on behalf of the Supplier, reserve the right to amend advertised prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices.Special note: changes and errors sometimes occur. You must check the price of your chosen arrangements at the time of booking.
• 4.2 Some Supplier’s insist on one week minimum rentals, while others will accept 5 nights minimum, or even 3 nights minimum, you will be advised of any such requirements at the time of booking. 
• 4.3 Properties are let fully furnished and equipped. The price for all properties includes linen and staff as indicated in the property description. The website states the additional facilities and services available at individual properties.

5. SECURITY / DAMAGES DEPOSITS

Most Supplier’s require the payment of a Security Deposit to cover the cost of any damage or breakages to the property or its contents, or for any extra charges incurred during the stay. Often, the Supplier, or their representative will just take a credit card imprint on your arrival and require that you sign a form agreeing to pay for damages. Sometimes, the Supplier requires us to be holding the security deposit, in which case we will require your credit card number agreeing to pay damages up to a stipulated amount. In some circumstances, you will be required to pay the security deposit by bank transfer prior to arrival, or in cash on arrival - this depends on the Supplier.

6. ALTERATIONS OF CANCELLATION BY THE SUPPLIER

We will inform you as soon as reasonably possible if the Supplier needs to make a significant change to your confirmed booking or to cancel it. In this situation, the Supplier will offer alternative arrangements, or a refund, and you will need to let us know your choice within the time frame stipulated. We accept no liability for any changes or cancellations made to your arrangements by the Supplier, but we will of course also do our utmost to help find alternative accommodation if necessary and/or ensure you receive the refund you are due.

7. CANCELLATION BY YOU

• 7.1 If you wish to make any changes to your confirmed booking, you must notify us in writing as soon as possible and we will try to adjust the proposed changes without charging additional charges, if that is feasible. However, we cannot guarantee that such requests will be fulfilled. If the above mentioned changes result in additional cost, you will be informed in writing of the changes and the cost.
• 7.2 If you wish to cancel your booking, you must inform us immedialy in writing. The following cancellation policy shall apply:

Cancellation by You:

Damages Deposits and Food Budget (if applicable) will be refunded in full

More than 8 weeks prior to first day of Rental Period:

Down payment of 30% or 50% (depending on the deposit paid) shall not be refunded

Less than 8 weeks prior to first day of Rental Period:

No refund will be made

• 7.3 In all cases of cancellation, the damages deposit (if already paid) shall be refunded in full.

8. INFORMATION

• 8.1 While we make every effort to ensure that descriptions supplied by the Suppliers are accurately reproduced, we cannot accept responsibility for errors contained therein or the results thereof. You must accept that minor differences between the photograph/illustration/text used and the actual property may arise.
• 8.2 Suppliers reserve the right to make modifications to the property specification that are considered necessary in the light of operating requirements. In the interests of continued improvement, Suppliers reserve the right to alter furniture, fittings, amenities, facilities or any activities, either advertised or previously available, without prior notice.
• 8.3 If material changes occur after your booking has been confirmed we will advise you on behalf of the Supplier, if there is time, before departure.

9. NUMBER OF PEOPLE USING THE HOLIDAY ACCOMMODATION

Only those persons named on the booking form may use the property without prior arrangement. The number of people staying at the property must not exceed the number of sleeping places indicated in the property description, except in the case of infants under two years. Some properties will limit the number of infants. In the event that the maximum number is exceeded without prior arrangement, the Supplier reserves the right to refuse or revoke the booking at their sole discretion.

10. ACCESS

The Supplier or his/her representative shall be allowed free access to the holiday accommodation at any reasonable time during any holiday occupancy for the purposes of inspection and maintenance.

11. ARRIVAL AND DEPARTURE

Normal check in time is from 4pm to 7pm on the start date and normal check out is 10am on the departure date, unless otherwise specified.  If these times are difficult, please advise us at the time of booking. If your arrival is delayed you must inform the Supplier so that suitable arrangements can be made for entry to the holiday accommodation. After 7 pm a late check-in fee may apply, depending on the Supplier or, in very rare cases (if the keyholder lives some distance from the property), if you are extremely late, it may not be possible to access the property until the next morning.

12. PETS AND SMOKING

Pets are not allowed without prior written permission of the Supplier. You may be asked for an additional Security Deposit. All of the properties that we advertise are non smoking, so please do not smoke inside the property during your stay.

13. YOUR RESPONSIBILITIES

You must keep the accommodation and all furniture, fittings, effects, facilities and equipment in the same state of repair and condition as at the commencement of your stay, and leave the accommodation in the same state of cleanliness and general order in which it was found. You are responsible for all damage or loss which occurs to the property or its contents during your occupation, and will be responsible to paying appropriate compensation to the Supplier direct, or to us as agent, in the event of breakages or damage.

14. COMPLAINTS

• 14.1 In the unlikely event that you are disappointed with the holiday accommodation, you must first contact the Supplier or their local representative who will try to solve the problem. If you fail to follow this procedure there will be less opportunity for the Supplier to investigate and rectify your complaint. 
• 14.2 If you wish to complain when you return home, write to us within 7 days of returning from your holiday, and we will assist in forwarding your comments to the supplier and then liaising with the supplier to resolve the complaint. 

15. OUR RESPONSIBILITY FOR YOUR BOOKING

As Agent for our Suppliers, we are unable to accept responsibility personally for the actual provision of the arrangements. The booking is made in accordance with your instructions, and based on the information we have been given by the Supplier. We accept no responsibility for any information about the arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to twice the cost of the booking we process (or the appropriate proportion of this if not everyone on the booking is affected). We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.

16. CLEANING

The property will be cleaned throughout at the beginning of the rental period and you must leave it clean at the end of the period.

17. BEHAVIOUR

The person signing the contract is responsible for the correct and decent behaviour of his party, and control of noise levels. Should you and your party not behave in such a manner, the Supplier may at his absolute discretion ask you and your party to vacate the property without a refund of the price.

18. STAFF

Some properties have staff provided locally, this depends on the property. Additional maids and cooks are sometimes available at extra charge, although such services cannot be guaranteed. Please give us as much notice as possible and we shall try to assist. Any staff or external suppliers booked must be approved by the owner or supplier of the property. We accept no responsibility for additional staff or services. Any other arrangements you make with your staff or any other person or company providing services whilst you are staying at the property are between you and the staff and we accept no responsibility for these services provided and the terms on which they are provided.

19. LINEN

Linen is included in all our properties, unless stated otherwise, but it is advisable to take beach towels (if applicable) and cot linen for baby cots.

20. UTILITIES, HEATING AND AIRCONDITIONING

Utilities costs are normally included in the rental price, unless otherwise specified at the time of booking. At some properties there is an additional charge for heating and air-conditioning. Pool heating, if applicable, is normally charged extra.

21. ROAD ACCESS

Please note that some of our properties, particularly in the Tuscan countryside, are accessed via an unsealed road. Please let us know if you are planning to take a low-slung car so we can check access at your chose property.

22. PHOTOGRAPHY

Photographs taken at our properties cannot be used or sold for profit without authorization from The Luxury Travel Book Limited.

23. SOCIAL EVENTS AND OTHER FUNCTIONS

It is the policy of the Suppliers we represent not to allow social events and other functions (e.g. weddings, receptions, large cocktail parties) on the property without prior agreement at the discretion of ourselves or the Owner. Permission will be required for any event to be attended by more than the property is advertised as accommodating (including the holiday party itself). If permission is granted, an additional fee may be charged.

24. SECURITY AND VALUABLES

Any valuable left at the property are left at your own risk. Neither we nor the Supplier are responsible for their loss. As with all rental properties in prime locations, there may be a risk of burglary. Where provided, burglar alarms must be activated, safes used and proper care taken against theft and burglary. We accept no responsibility for any loss, damage or consequential losses due to theft or any other security related incident howsoever caused.

25. INSURANCE

You are strongly recommended to take out personal travel insurance for all members of your party. Some Supplier’s require that you do so. It is your responsibility to ensure that the insurance you purchase is adequate and appropriate for your particular needs. Please read your policy details on receipt and take them with you on holiday. 

26.GUEST INJURY DISCLAIMER

The Luxury Travel Book Ltd cannot be held liable towards you, the Occupants or your guests for any accident or injury that occurred during your stay under any circumstance whatsoever, except in case the accident or injury was caused by gross negligence on the part of The Luxury Travel Book Ltd.

27. FORCE MAJEURE

Force majeure means that we do not accept any liability for any changes or cancellations that occur to your arrangements due to unusual or unforeseeable circumstances beyond our or the Supplier in question’s control. These can include for example, war, threat of war, terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority, industrial dispute, natural or nuclear disaster, fire, adverse weather, sea and ice conditions.