Terms and Conditions
These terms and conditions are applicable for all bookings.
By requesting an online quotation, by completing an online reservation/booking, by placing your booking over the telephone or by signing and posting/faxing a booking form, you accept these Terms and Conditions as a binding contract between VILLA MELENCHIN on behalf of yourself and any other members of your party. VILLA MELENCHIN cannot accept your booking without a signed booking form, a completed online reservation, an email request to reserve your villa or your verbal confirmation to proceed given over the telephone. A written/emailed booking confirmation sent to you by VILLA MELENCHIN means VILLA MELENCHIN has accepted your booking, subject to receiving your deposit.
EMAIL ADDRESS, TELEPHONE & PASSPORT COPIES
It is vital that we have a valid email address. We correspond by email. Once your booking has been made and we have received your deposit, all further correspondence is by email. We will also email you all the information that you’ll require to get to the villa. We also require a mobile phone so we can contact you during your stay. To comply with rentals laws, we also require a copy of all guest passports. We also require the telephone number of any person(s) who are paying for the villa rental by credit/debit card. For all payments made by credit/debit card the cardholder must be present on arrival at the villa and must show their credit card and passport as proof of card ownership and verification.
PAYMENT, RESERVATION AND DEPOSIT
Upon booking and confirmation that your requested dates for villa rental are available we charge a non-refundable 25% deposit of the rental price. Your reservation is only guaranteed once your deposit has been received. The remaining balance of the rental price plus a EUR 1.200 fully refundable security/damages deposit is due two calendar months before the rental start date. Bookings made less than two calendar months before the rental starts must be paid in full upon booking. You will be emailed a reminder for the balance and the date it is due to ensure payment is made in time. Payments are made by bank transfer into our bank. Failure to make your balance payment on time could result in you losing your booking.
The security deposit of EUR 1.200 must be paid with your balance payment. We require you to inform us of any serious damage or breakages caused during your stay, and a list of all breakages, stains, or damages in writing upon leaving. Where time permits, we like to do a quick initial check of the property when you depart. We understand that sometimes this is not possible due to various time constraints, such as leaving for your return flight, your guests using the bedrooms or packing or our representative not being available / have sufficient time to check the villa. A full and detailed check will take place after your departure and before the next guest’s arrival.
You will be advised of any faults or damages found after this detailed check (pictures will be taken if possible) and we will advise you as soon as possible the cost of repair or replacement. Sufficient time must be allowed for us to do this, as we are often waiting for suppliers to give us quotations.
Anything damaged, spoilt or broken will be charged at the replacement cost. We make a charge of EUR €35 per hour to cover our time obtaining quotations, labour, travel, telephone, and any additional work required to fix, repair or replace broken or damaged items in time for our next client. Any items having to be purchased will be replaced with ‘like for like’, of the same quality and standard. No ‘mark-up’ will ever be added.
The security deposit will be refunded after the property is fully cleaned and checked as detailed above. Should the security deposit not cover all the damage, repair or replacement caused then we will request extra funds to make up the difference. You authorise us to charge your credit card to cover such additional damage or replacement costs, or if no credit card was supplied you agree to transfer the additional funds within 7 days of the notification of the extra costs.
ARRIVAL AND DEPARTURE TIMES
On the first day of your rental, the villa will be ready for you from 2pm. If your flight is delayed or cancelled, you are required to contact VILLA MELENCHIN so we can notify everyone involved. Failure to notify us of any flight delay or expected villa arrival time of more than 30 minutes, will result in a charge of EUR €50. If there is any delay, please call and text the mobile number of the villa manager you have been given in your arrival information.
On your departure day please be ready to meet our representative for an initial villa inspection between 10am and 11.30am. The villa must be vacated by 12pm. If you wish to leave any later, it is at a cost of EUR 30 per hour.
CANCELLATION AND REFUNDS
If you cancel your booking more than two calendar months before your arrival date then you will lose your 25% deposit only. If you cancel your booking within two calendar months of your arrival date then you will be liable for 100% of the villa rental.
No exceptions to this policy can be made for any reason, therefore holiday insurance with a cancellation policy to cover any such rare occurrence is strongly recommended.
CHANGES TO BOOKING AND PROPERTY AVAILABILITY
VILLA MELENCHIN reserves the right to amend the booking dates. This may be due to several reasons, not limited to but including, war, adverse weather conditions, riots and or matters concerning participants safety, operational circumstances such as damage caused by fire, or the villa becoming unusable due to utility company work or lack of services, leaks, repair work or any other such reason. In these circumstances the booking may need to be adjusted accordingly.
VILLA MELENCHIN is not liable for any additional costs or losses that may be incurred by the client due to the change of booking. This includes, but is not limited to, any extra hotel reservations or car rentals, or the cost of non-refundable airline tickets. Situations may arise which, in our opinion, make it necessary for us to alter the normal booking schedule. If you cannot accept the dates of any new booking that VILLA MELENCHIN propose, then you can propose alternative dates which VILLA MELENCHIN will consider and may request an additional sum if VILLA MELENCHIN agree to those dates. We advise that your travel insurance covers holiday curtailment.
In the event before your arrival, or during your period of rental, the villa becomes unavailable or unusable for any reason, excluding Force Majeure, we reserve the right to refund all monies paid to date and cancel the booking or in the case that some time has been used already at the property before it becomes unavailable then a pro rata refund will be given. We reserve this right in the case of availability clashes, unexpected, unforeseen or uncontrollable situations. This constitutes the maximum liability of VILLA MELENCHIN. VILLA MELENCHIN is not responsible for any other expense or costs incurred including rearranging or cancelling flights or car hire. We strongly recommend holiday insurance cover.
VILLA MELENCHIN recommends that you take out adequate travel insurance, including cover for medical treatment, accidents and repatriation, and holiday cancellation and curtailment. It is your responsibility that you arrange, or ensure your party have appropriate comprehensive travel insurance. This to include cover for illness, personal injury and travel delay/cancellation. We assume that such a policy is in force before you depart.
VILLA RENTAL RATES AND PRICE GUARANTEE
Prices quoted or viewed on our website are those in effect at the time when you made your booking and remain guaranteed once the 25% reservation deposit has been paid. Once a price has been agreed and deposit paid VILLA MELENCHIN will not change this price under any circumstances, thus guarding against any future price increases.
We are responsible for providing the services listed on our website, where it is within our control. We carefully and regularly monitor our property. VILLA MELENCHIN cannot guarantee that all items listed on our website will be functional at all times, however all endeavours will be made to rectify any problems as soon as we possibly can. We reserve the right without prior notice to withdraw any part or all of the facilities available, and to make such changes as may be necessary. Furthermore, it is agreed by you that the owners, operators and agents of VILLA MELENCHIN are not the guardians of any customers safety and they, individually or collectively, cannot be held liable in any way for any occurrence, which might result in illness, injury, death or other damage, loss or theft to the customer, his property, or his family, heirs, or assigns. The liability of VILLA MELENCHIN is limited to a total of the booking price irrespective of the title/claim.
EL MELENCHIN AGENTS AND REPRESENTATIVES
Our agents and representatives are not a party to this contract, nor are they responsible or liable for failure to provide any service as may be described in our literature pertaining to the contract.
YOUR DUTY OF CARE
You agree to keep the villa clean and tidy. If any spillage occurs or breakages it must immediately be wiped and cleaned. Under no circumstances can glass or crockery be left outside as it attracts insect and rodents, as well as can be broken by the wind. Under no circumstances can glasses, bottles or crockery be taken into the pool. Plastic glasses, plastic bottles and drinks cans must only be used. If a member of staff sees any glass items or bottles either in or around the pool, then the pool will be drained and checked for broken glass. The cost of EUR €1.200 will be charged to replenish the water and the pool will be closed whilst this happens.
You make sure that the villa is in the same condition when you leave, as it was when you arrived. You must leave the villa clean and tidy in all rooms, glasses and kitchen items must be collected and washed, and any rubbish must be bagged and disposed of before you leave. It is acceptable to load the dishwasher and start the cycle. Towels can be left in the bathrooms. If the villa is not left in a clean and tidy state, then you will be charged EUR €150 for a villa cleaning service. Please let us know immediately if something gets broken, stained, marked or damaged during your stay so that we can replace it at once. Depending on what is broken, we may have to make a charge.
When you leave a room, you must turn off the lights, and especially the air conditioning and other high-energy consumption devices. Air conditioning should never be left on in rooms unoccupied as it only takes 5 minutes to cool a room. Again, air conditioning should never be switched on in rooms with either doors or windows open, this not only defeats the purpose of putting on the air conditioning, but can also lead to breakage of the air conditioning system as it will be overworking trying to cool a room to a desired temperature that it will never be able to reach. If our staff see air-conditioning left on in unoccupied rooms, and rooms with exterior doors and windows left open they will disable the air conditioning unit immediately.
The villa is thoroughly checked before your arrival for any damages and any problems that cannot be fixed are recorded. If you see any stains or markings especially on fabrics, scratches on glass surfaces, broken items of furniture, doors or any item not functioning, you should report it as soon as possible after you arrive and within the first 24 hours after arrival. After you depart the damages found during by the villa representative will be final.
YOUR VILLA INCLUDES
The use of the villa and its facilities as described on our website or your booking confirmation. Please note, VILLA MELENCHIN cannot guarantee that all items or facilities listed on our website will be functional at all times. If you or we find a fault, all endeavours will be made to rectify any problems as soon as we possibly can, you must advise us straight away of any such problems. Items do breakdown, and utility services can get interrupted however rare. No refunds or rate adjustment shall be made for unforeseen mechanical failures. At times we can be in the hands of outside contractors, or waiting for spare parts, but we will push them as hard as we can to rectify any faults as quickly as possible.
You will be given two sets of keys and electronic remote control for the entrance gate and the estate entrance gate.
Please do not leave a key in the inside lock when you shut the front door as this will prevent you from being able to open the door from the outside! Should you lock yourself out or inadvertently leave the key on the inside of the door, please contact the villa manager. If you do this, it may be necessary to make a call out charge for their time.
All keys and security cards must be well guarded and returned to our villa representative upon your departure. If any keys or cards are lost, a front door security costs EUR €70 to replace, electronic remotes cost EUR €95, estate security remotes cost EUR €120.
Our property is a non-smoking property. Smoking is only allowed outdoors. Please do not throw cigarette filters or cigarette/cigar stubs in gardens or plant pots. If our gardener is required to collect cigarette stubs from these areas a charge of EUR €35 per hour will be made for his time in doing so. If the house smells of smoke then a cleaning of the fabrics will be performed which will cost between EUR €200 and EUR €900 per room depending upon how much of the villa (sofas, curtains, linen etc.) need to be cleaned.
USAGE OF DRONES
As in most countries, Spain has strict laws about the usage and licensing of drones. Drones and pilots must be registered and licensed and in no circumstances can drones ever be flown over private estates and residences. As such, drone flying is strictly prohibited over any of our property. If you are caught flying a drone the fines are exceedingly high and your deposit will be used to pay the fine and any additional funds required will also be your responsibility and will be sought from you. If you are seen flying a drone by our staff at the property, your security deposit will be held for a minimum period of 6 months to cover any forthcoming fines.
Our villa manager, maintenance team, gardener, housekeeping staff, the representatives of VILLA MELENCHIN, estate security or the police, or VILLA MELENCHIN subcontractors have the right of access to the property and property grounds at any time for the purpose of property maintenance, cleaning, linen changes, pool cleaning, garden maintenance, villa inspection and/or viewing and to carry out any essential or routine repair or maintenance work.
Except for the essential repairs, security inspections, maintenance, cleaning and regular gardening we will make every effort to schedule such brief showings at a time convenient to you, to respect your privacy, and not interrupt your stay.
OCCUPANCY / MAXIMUM CAPACITY OF THE PROPERTY
Under no circumstances may more than the maximum number of persons specified in the property description, and listed on the booking confirmation, whichever is lower, occupy the property except by prior written agreement by VILLA MELENCHIN. The property cannot be re-let or sublet to any other group/party or individual without the written approval of VILLA MELENCHIN. The maximum number of guests for our villa is: 14 (+4)
This covers general cleaning of the villa, to keep the pool clean, tidy the house, to change beds and clean the bathrooms. It is not the housekeeper’s responsibility to cook, serve, wash dishes, or pots and pans, or to clean up after guests. If you would like such additional maid services, please make this request at the time of booking as we can provide additional help.
Additional housekeeping services can be arranged at EUR €16 per each hour. On Sundays there are no Housekeeping Services unless agreed with us and any housekeeping service paid for on Sundays will be used over the other 6 days of the week. Our staff working hours are from 9am to 5pm (unless agreed differently) from Monday to Saturday. For additional/after-hours service please contact us.
If you request our staff to assist you with laundry, washing and ironing then we cannot be held responsible for any shrinkage or any damage that may happen to your clothing.
WEDDING AND CORPORATE EVENTS
Weddings and special events are permitted at the villa, however please contact us to discuss your requirements. An additional deposit may be required based upon the event and property. We can hold intimate weddings and medium sized weddings or events. If you would like us to help you organise your event/wedding we can also outsource wedding or events using specialist wedding planners and catering companies. We only allow approved catering companies at our property. This is to ensure high quality standards, to prevent damage to the equipment, to have knowledge of the kitchen and equipment, and be familiar with the distribution and layout of the property. It also provides you with security and our suppliers are trusted partners. When having a wedding or corporate event with us, a wedding / event fee of EUR €1.500 up to 25 guests, and EUR €2.500 for 26 to 40 guests, and EUR €3.500 from 41 to 60 guests is charged. This covers the extra wear and tear, usage, set up and take down that our property are exposed to during any event.
Guests at events shall always be respectful of the property and adhere to our and the communities noise rules (Please see NOISE DISTURBANCE, EVICTION below), so as not to disturb other residents of the neighbourhood, particularly after 10.30 pm at night. If we discover that the wedding or any sort of group gathering has more persons than officially scheduled and paid for at the villa, and/or without our advance written permission, the party is subject to forfeiture of the entire villa security deposit, and will be requested to immediately pay the difference to the appropriate villa event fee.
The property can accommodate a maximum of four cars, including any vehicles for caterers and the organiser. It is not allowed for your guests to park on the private road outside the property, so for your guests, relatives and friends who are not staying at our property we can assist you arranging shuttle transport, or they need to arrive by taxi.
NOISE DISTURBANCE, EVICTION
Our property is all located within exclusive private locations. We therefore request you respect our neighbours and keep your noise to acceptable ‘talking’ levels. If you wish to play music in the evenings, then please do so but inside with the doors closed only – never outside. Loud music inside the villa should not be played after 10.30pm. Please keep background music to talking levels when outside. Failure to observe these rules could result in immediate eviction in severe cases and/or loss of your security deposit.
VILLA MELENCHIN wishes to maintain a family atmosphere for the quiet enjoyment of our guests. We rent to families and responsible adults. Guests shall be respectfully quiet and peaceful, so as not to disturb other residents in the immediate area. The community have very strict rules regarding noise that must be respected.
These set strict guidelines is to control excessive noise. It is a criminal offence for people to cause noise and nuisance which results in people being unable to relax and enjoy their home and community life.
To avoid noise and nuisance to neighbours it is recommended:
If we receive a complaint from our neighbours, we will notify you directly to reduce your noise. If we then receive a second complaint about careless or excessive noise our community will penalise us with a EUR €250 fine. This amount will be deducted from your security deposit. If we receive a third complaint, this complaint is likely to result in contacting the local authorities and/or police requesting that the person responsible reduces the noise and nuisance to neighbours and the community. At this stage the local authorities may request the villa to be vacated which will result into immediate eviction. If this happens your deposit will be forfeited. The penalties for causing excessive noise are both quickly administered and strictly enforced.
UTILITY USAGE AND ENVIRONMENT
VILLA MELENCHIN take special care to minimise the impact we place onto the environment. We feel it is both ours, and our guest’s responsibility to care for the environment. We therefore ask you to think carefully and be thoughtful about the usage of both water and electricity. Included within the cost of your holiday rental is electricity usage to the value of EUR €125 per week. This is ample for normal use of air conditioning, lights and electrical facilities. Some clients unfortunately leave all lights and air conditioning running 24 hours per day. If you do this, then the cost of a week’s electricity is likely to be 3 to 4 times the level of normal household usage. Extra usage over EUR €125 will be deducted from your security deposit. For example, air conditioning should never be left on in rooms unoccupied as it only takes 5 minutes to cool a room. Again, air conditioning should never be switched on in rooms with either doors or windows open, this not only defeats the purpose of putting on the air conditioning but can also lead to breakage of the air conditioning system as it will be overworking trying to cool a room to a desired temperature that it will never be able to reach. Lights and other electric items should also be switched off when the room is not being used.
We thank you in advance for your consideration. It not only helps us to keep our rentals prices as low as possible, but it also saves you any extra costs after your holiday and helps protect our environment as well.
LIABILITY, DUE CARE AND SUPERVISION/INDEMNITY
You accept and acknowledge that you are responsible and liable for the safety and well-being of all your guests, third parties you contract, and any other persons you invite to stay at our property during the time of the rental. You and your guest(s) are required to take due care when residing at our property and be especially watchful of children playing in the gardens, near or in the pool or Jacuzzi, remembering there is no lifeguard, and surfaces can be slippery. Children MUST be always under supervision of an adult when staying at the villa. You are not permitted to enter our property when wet from swimming, as the floors can be slippery. Damage or injury arising as a result shall not be the responsibility of VILLA MELENCHIN. VILLA MELENCHIN will be blameless for any injuries incurred during your stay. You are encouraged to act responsibly and courteous during your stay. Under no circumstances can glassware be taken into the pool area, jacuzzi or pool.
LOST AND FOUND
Items left at a property will be returned only upon request and at the guest’s expense. VILLA MELENCHIN is not liable for lost items. VILLA MELENCHIN will only hold items for fourteen (14) days before they are discarded.
Weather conditions can be unpredictable and can change quickly and significantly. VILLA MELENCHIN cannot be made liable for unpleasant or unsuitable weather conditions and no refunds are made for such conditions.
VILLA MELENCHIN cannot predict construction plans in the area and therefore cannot be held responsible for any inconvenience. In the event of building works taking place by local authorities, private developers or neighbours, it is important to note that we are not responsible for such work and we are unable to stop such work taking place and we are unable to control the level of noise. We cannot be held responsible for any building works that take place during your rental period. No refunds can be given in the event of nearby construction
Means any unusual and unforeseeable circumstances beyond our normal control, which the consequences of could not have been avoided even when exercising all due care. Such circumstances or events include but are not limited to, war, or threat of war, riot, civil unrest, epidemics or pandemics, industrial disputes or strikes, unavoidable or unforeseen technical problems with the villa, transport, or closure or congestion of airports, terrorist activity, natural disasters, industrial disasters, fire, theft, flooding and adverse weather conditions. In the event of any of the above then a reduction of services may happen, and refunds or compensation payments cannot be made.
Verbal changes of contract are not valid unless agreed and confirmed in writing by VILLA MELENCHIN.
LANGUAGE, PRINTING, TYPING, TERMS & CONDITIONS, CALCULATION ERRORS AND OMISSIONS
VILLA MELENCHIN reserve the right to correct any printing or typing errors, omissions or calculation mistakes at any time. We also reserve the right to amend our terms and conditions that apply to your booking at any time and without prior notice. In all matters the original English language version of these terms and conditions take precedent.