Terms & Conditions
ACCEPTANCE OF TERMS AND CONDITIONS
When a reservation for a villa is made Smiths Gore will email you a booking confirmation and invoice for the total monies owed on the rental of the villa. The Terms and Conditions of this villa rental will be considered binding from the time that Smiths Gore receives your deposit. In sending the deposit Smiths Gore assumes that you have acknowledged the Terms and Conditions of the villa rental and that you accept and agree to any limitations, terms and conditions. If you have any questions or queries on any of the terms and conditions please ensure you contact us before you send your deposit.
PAYMENT POLICY
Deposit and Final Balance
In order to secure your villa reservation you must send a deposit of 50% of the rental value within 10 days of booking. This is payable in personal cheque, money order or wire transfer. We are only able to accept US dollars. Please make any cheques payable to Smiths Gore. If you wish to wire the deposit please email us for wire transfer details (info@smithsgore.com). If we do not receive the deposit within the allotted time we will assume that you do not wish to go ahead with the booking and will immediately cancel the booking. If you wish to make any changes to dates or numbers of people we will require notice in writing before the changes are made.
Following receipt of your deposit we will send you an invoice for the balance including any other fees that may be applicable to the property you are renting. This may include government hotel tax (7% in the BVI), damage deposit and extra items you have asked for in advance. The remaining funds must be sent up to 45 days prior to your arrival. This amount is also payable in US dollar cheque, money order or wire transfer.
Our local mailing address is Vacation Rentals, Smiths Gore Overseas Ltd, Britannic Hall, Road Town, Tortola, British Virgin Islands. You can also use this address for FedEx and DHL Services.
CANCELLATION POLICY
On receipt of your deposit your reservation is confirmed. If the reservation is cancelled up to 45 days in advance of your arrival we will refund 80% of the total rental to you and Smiths Gore will retain the remaining 20%. If you cancel 45 days or less prior to your arrival Smiths Gore will retain 100% of your total rent. If the cancellation results in the property being rented to a third party for the same dates we will provide compensation of 80% of the total rent and Smiths Gore will retain 20% of the total rent. If the number of people changes or there is a change in arrival or departure dates we are unable to guarantee any refund. Again, any changes to the members of the group or arrival and departure dates must be submitted in writing to Smiths Gore. On occasion Smiths Gore may be able to renegotiate terms with the landlord and reschedule your reservation to a later date with no penalty.
DAMAGE DEPOSIT
A damage deposit of $500.00 is payable together with the final balance. This sum will be refunded to you within 6 weeks of the date of the end of your stay, providing the property is left in acceptable order and there are no outstanding amounts payable. If there are outstanding items such as long distance telephone calls made during the duration of your stay, the property is left exceptionally dirty (requiring extra cleaning) or any other items the amount will be deducted from the Damage Deposit and the
remainder, if any, will be returned to you within 6 weeks of your departure.
LIABILITY
Smiths Gore Overseas Ltd is acting as agent for the property and therefore accepts no liability for any loss, damage, injury or death that may result to any person or property by of from any cause whatsoever due to the Guests use of the said property or any equipment in the said property. Smiths Gore Overseas Ltd also accepts no liability for any accident, delay or irregularity occurring in the act of conveying passengers to or from their villa by independent transportation operators. This can be taken to include taxis, hire cars, ferries and airlines.
The guest is also responsible for the property for the duration of their stay. The guest must ensure all doors and windows are locked if the property is left unattended and that they have secured any personal property. Guests are also asked to observe any warnings or cautions as outlined by the property representative on arrival at the destination.
TRAVEL INSURANCE
We strongly advise that you purchase travel insurance in the event that you may need to cancel your trip. Travel Insurance should cover all non-refundable prepaid travel expenses.
MAINTENANCE
Smiths Gore Overseas Ltd makes every effort to ensure that the property and appliances are in working order. If a maintenance issue does occur every effort will be made to rectify/repair the issue as soon as possible after the problem has been reported. We appreciate any problems being reported immediately using the 24 hr telephone numbers as explained in your orientation. It is the responsibility of the guest to report any issue immediately. Smiths Gore, will not, however, provide any compensation for failure of devices or services such as electricity supply, telephone service, water, pool filtration systems, hot tubs, air conditioning, television or cable service, appliances etc.
NO PETS
The guest may not bring any pet or animal to the property without prior consent of Smiths Gore. This consent must be confirmed in writing prior to your arrival. If any evidence is found of an animal or pet being on the premises during the Guests stay the guest will be evicted from the property with immediate effect. The entire rent and damage deposit will also be retained.
STANDARD AMENITIES
We are unable to provide a complete inventory as each property is privately owned and at times may differ. There will however be standard items which will be found in every property. This includes bed linen, bath towels, beach towels, telephone including local calls (overseas call can be made via credit card or calling card), blender, coffee maker and toaster. Utilities are included in the rental price. Please remember that water is a precious resource in the Islands and we will charge for excess water
usage.
CLEANING
All properties are cleaned and prepared before the guests arrive. Some properties do have a maid service which is a basic service and will cover changing bed linen and towels, and cleaning bedrooms, bathrooms, kitchen and other communal areas. This service does not include extra services such as cooking, babysitting and personal laundry. We will be pleased to organise any of these services for you at an extra cost.
DRUGS AND HAZARDOUS MATERIALS
Guests are prohibited from bringing illegal drugs and hazardous materials especially inflammable fluids such as gasoline, kerosene, naphtha or benzene. This also includes any items that may be considered threatening to life or limb.
VILLA ENTRY
Smiths Gore reserves the right to enter the property to provide any repairs or maintenance that are deemed necessary. Some of the properties are on the market for sale. Therefore, rights are also reserved to enter the property to conduct a viewing at a prearranged time convenient for the guests.
KEYS
Guests must ensure that they know where to find and leave the keys for the property. Please check before you arrive if you are unsure. Any keys lost or mishandled will be charged at $35 per set. Any remote controls for gates etc. will be charged to the guest at replacement value.
QUIET ENJOYMENT AND PARTIES
Many of the properties are situated in residential areas. The atmosphere of the area must be adhered to by the guests. Unauthorised house parties or large gatherings such as weddings are not permissible unless prior consent is arranged with Smith Gore and written consent is sent to the guest before the date of the guests arrival. Smiths Gore wish to retain a family atmosphere and therefore properties will only be rented to families and responsible adults. Please ask when reserving a property if you do wish to be in a livelier area as we can assist you to find a property that is more suited to your requirements.
RESTRICTED USE
The total number of people allowed in the property is restricted to the number that have been paid for and scheduled for. This is based on 2 persons sharing one bedroom. If the group has been misrepresented in any way the difference in rates is payable immediately or the guests will be immediately evicted with no refund.
SUBSTITUTION
In the event of a property becoming unavailable for the guests due to the sale of the property, the property having an irrevocable maintenance issue or being deemed by Smiths Gore as substandard Smiths Gore reserves the right to substitute with comparable or upgraded accommodation for the duration of the stay, providing the rate is the equivalent of the original property. If Smiths Gore is unable to relocate the guest to a comparable or upgraded property we will provide a full refund of any fees paid by the guest in advance.
RATES AND WEBSITE
Smiths Gore is not responsible for any omissions, typing errors or incorrect information such as rates. We do take time to ensure that the site is accurate and up to date, however, rates and property details are ubject to change without notice.
We hereby agree to the terms and conditions outlined above for the rental of the property.
Click here to download the form and fax it to Smiths Gore BVI.