Booking Terms and Conditions
HB Holiday Lettings – Booking Terms and Conditions
These Booking Terms and Conditions apply to all bookings made through HB Holiday Lettings Ltd ("the Agent"). They are designed to be clear, fair, enforceable, and to protect both Guests and Owners.
1. Definitions
- Agent: HB Holiday Lettings Ltd, a company registered in England and Wales (Company No. 15775045), whose registered office is 5 Holyrood Street Newport PO30 5AU and trading address is 15 High Street, Bembridge PO35 5SD.
- Owner: The legal owner of the Property.
- Guest: The person making the booking and all members of their party.
- Property: The holiday accommodation including all fixtures, fittings, and contents.
- Booking Agreement: The contract between the Guest and the Owner, administered by the Agent.
- Holiday Let: The agreed rental period.
- Rent: The total cost payable.
- Deposit: 30% of the total booking cost.
- Booking Fee: £45 including VAT.
- Security Deposit: A refundable amount held against damage or additional costs.
2. Booking Agreement
2.1 A booking forms a contract between the Guest and the Owner. The Agent acts solely as intermediary and administrator.
2.2 The Property is let for holiday use only and does not create a tenancy.
2.3 The booking Guest must be over 18 and authorised to accept these terms on behalf of all members of the party.
3. Payment Terms
3.1 A booking is confirmed upon receipt of the deposit and Booking Fee.
3.2 The balance and Security Deposit are due 8 weeks prior to arrival.
3.3 Bookings within 8 weeks must be paid in full.
3.4 All payments must be made in GBP.
3.5 If the balance is not paid by the due date, the Agent reserves the right to cancel the booking and re-let the Property.
4. Security Deposit & Damages
4.1 The Security Deposit may be used to cover damage, loss, breakages, additional cleaning, excess rubbish removal, key replacement, or breach of these terms.
4.2 The Property must be left in the same condition, state of cleanliness, and order as found on arrival (allowing for reasonable wear and tear).
4.3 Additional cleaning required due to the Property not being left in an acceptable condition will be charged.
4.4 Excess rubbish will be charged at £10 per black bin bag.
4.5 Lost keys, failure to return keys, or key safe misuse will incur a £50 charge.
4.6 The Guest remains liable for any damage, loss, or costs exceeding the Security Deposit.
4.7 If damage or missing items are not reported within 24 hours of arrival, it will be assumed they occurred during the Guest’s stay.
4.8 The Agent will act reasonably when assessing deductions.
4.9 The Security Deposit will be returned within 14 days of departure.
5. Cancellation Policy
5.1 All cancellations must be confirmed in writing.
5.1a Upon cancellation, the Agent will endeavour to re-let the Property. Any re-letting is at the Agent’s discretion and subject to securing a suitable replacement booking.
5.2 If cancelled more than 8 weeks before arrival:
- The deposit is non-refundable
- HOWEVER, if the dates are successfully rebooked, all monies paid (including the deposit) will be refunded minus the Booking Fee
5.3 If cancelled within 8 weeks:
- The full balance remains payable
- HOWEVER, if the dates are successfully rebooked, monies paid will be refunded minus the Booking Fee
5.4 The Security Deposit is always refundable.
5.5 Guests are strongly advised to take out travel insurance.
5.6 Rebooking is at the sole discretion of the Agent and subject to securing a comparable booking.
6. Force Majeure
6.1 The Agent or Owner shall not be liable for cancellation or changes caused by events beyond reasonable control including government restrictions, pandemic, war, severe weather or utility failure.
6.2 The Agent will use reasonable endeavours to offer alternative dates or accommodation.
6.3 If this is not possible, a refund of monies paid (excluding the Booking Fee) will be made and no further liability shall arise.
7. Owner’s Rights
7.1 Following confirmation of a booking, the Agent or Owner reserves the right to cancel the booking within 24 hours of acceptance. In such circumstances, all monies paid by the Guest will be refunded in full.
7.2 After this 24-hour period, the booking shall be considered fully confirmed and binding on both parties and may only be cancelled in accordance with these Terms and Conditions, including (but not limited to) clause 6 (Force Majeure) and any other relevant provisions herein.
7.3 The Owner may cancel or amend a booking due to circumstances beyond control or essential works.
7.4 A suitable alternative will be offered where possible.
7.5 If no alternative is available, a refund will be issued.
8. Property Description & Suitability
8.1 Property descriptions are provided in good faith.
8.2 The Agent cannot guarantee all details remain unchanged.
8.3 The Guest accepts responsibility for ensuring the Property is suitable for their needs.
9. Use of Property & Behaviour
9.1 Occupancy must not exceed stated limits.
9.2 No parties, events, or excessive noise.
9.3 The Guest must not use the Property for illegal, immoral or nuisance-causing purposes.
9.4 Smoking is not permitted.
9.5 Candles and fireworks are not permitted without prior written consent.
9.6 Guests must comply with instructions in the Property Information Pack.
10. Electric Vehicles & Fire Safety
10.1 EV charging is only permitted where a designated charger is provided.
10.2 Use of domestic sockets (granny chargers) is prohibited and may invalidate insurance.
10.3 E-scooters, hoverboards and similar devices are not permitted inside the Property.
10.4 Electric bikes and mobility devices must not be charged inside the Property.
10.5 Breach may result in termination of the booking.
11. Pets
11.1 Pets must be declared at booking.
11.2 £25 per pet per week applies.
11.3 Pets must not be left unattended or allowed on furniture.
11.4 Guests are responsible for any damage or disturbance caused.
12. Services
12.1 The Owner or Agent is not liable for failure of services (water, gas, electricity) beyond their control.
13. Liability
13.1 Nothing in these Terms and Conditions affects the legal responsibility of the Agent or Owner for death or personal injury caused by negligence.
13.2 Subject to this, the Agent is not liable for loss, damage or events beyond control.
13.3 Facilities are used at the Guest’s own risk.
14. Right of Entry
14.1 The Agent may enter on reasonable notice for maintenance.
14.2 Immediate access is permitted in emergencies.
15. Complaints
15.1 Issues must be reported during the stay.
15.2 The Agent must be given opportunity to resolve.
15.3 Guests must allow access for resolution.
15.4 Guests must not relocate without allowing resolution.
15.5 Failure may affect compensation rights.
15.6 A charge of £25+VAT per hour may apply if a call-out is due to Guest fault.
16. Arrival & Departure
16.1 Arrival from 4pm, departure by 10am.
16.2 Late departure will incur charges unless agreed 24 hours prior.
16.3 Keys must be returned or secured correctly.
16.4 Failure will incur charges.
16.5 Arrival details and directions will be sent to the Guest approximately 7 days prior to the arrival date, provided that full payment of the holiday has been received.
17. Right to Evict
17.1 The Agent may terminate the booking without refund in the event of serious breach.
18. Indemnity
18.1 The Guest shall indemnify the Agent and Owner against losses arising from breach or negligence.
19. Governing Law
19.1 Governed by the law of England and Wales.
20. Reasonableness
20.1 All rights exercised will be carried out reasonably and in good faith.
21. Entire Agreement
21.1 These Terms form the entire agreement between the parties.
HB Holiday Lettings Ltd
15 High Street
Bembridge
PO35 5SD
Company No: 15775045
VAT No: 444368873
www.hbholidaylettings.co.uk
enquiries@hbholidaylettings.co.uk
Tel: 01983 326796
Version Date: 27 March 2026
