USA: +1 (321) 710 8779 UK: +44 (0)333 332 1411
BOOKING CONDITIONS - ACCOMMODATION ONLY
Ellis Exclusive Villas offer the property for short term rental to the guest detailed on the booking form under the terms set out below. The guest accepts these conditions on behalf of all the members of the booking party. Please read these booking conditions carefully as they form the basis of your contract with Ellis Exclusive Villas ("we", "our", "us") Any monies received by Ellis Exclusive Villas LLC for occupancy of the vacation property indicate the acceptance of the terms of our vacation rental agreement in full. All policies are strictly enforced.
MAKING A BOOKING AND PAYMENT: When you have chosen your accommodation and you make a request to us to book it, you must pay a non-refundable deposit of 25% of the full cost of the booking. If booking within 90 days of departure, you must pay the full cost of your booking when you book. If you have paid a deposit, the balance of the cost of your booking is due 90 days before departure. If you have not paid the balance by the balance due date for any reason we will consider this a cancellation by you, we will retain your deposit. Your booking is confirmed when we issue you a confirmation invoice. We reserve the right to return your deposit and decline to issue a booking confirmation in our absolute discretion. Travel documents will not be issued until your booking has been paid in full. It is your responsibility to check any travel documents and booking confirmations carefully and report any incorrect or incomplete information to us immediately.
Should you instruct your credit/debit card company to “charge back” any payment(s) properly due from you in respect of your booking, we further reserve the right to cancel your booking and/or take legal action against you for all outstanding payment(s) in the event that a “charge back” is made.
In the event that a reservation is made within 14 days of arrival and payment is made via debit/credit card, the following supporting documents must be provided in order to secure the reservation:
(a) a copy of front & back of payment card
(b) a copy of cardholders identification (drivers license/passport)
(c) proof of cardholders address (recent utility bill/statement)
YOUR RESPONSIBILITY FOR YOUR BOOKING: By making a booking, you confirm that you are at least 25 years old at the time of booking and are authorised to make the booking. It is your responsibility as the party leader to ensure that the other party members are aware of, and agree to comply with, these booking conditions where applicable. You accept financial responsibility for payment of the booking on behalf of all persons detailed on the booking and will notify us of any changes or cancellations required. For legal and accounting purposes, the person placing the reservation must be the same as the credit/debit card holder.
Please check the confirmation and any other documents carefully, immediately on receipt. You must notify us within 7 days of issue if any details are incorrect.
It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your booking. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
YOUR ACCOMMODATION & DUTY OF CARE: The accommodation you book is reserved exclusively for the people named on your booking form. No other persons are permitted to stay at the accommodation, nor can you arrange for visitors to the accommodation for the purpose of events like parties, celebrations or other large gatherings unless this has been agreed with us in advance and in writing and appropriate payments have been made (if applicable). Additional guests will be asked to vacate. You and all members of your party also agree not to use the accommodation for any illegal or commercial purpose, including subletting or otherwise allowing anyone who has not previously been accepted on your booking confirmation invoice to stay. On departure, you should leave the accommodation in a reasonably clean and tidy condition so that it can be prepared for the next customers. If additional cleaning is necessary after your stay, you will be charged for the amount.
The named property is offered on a self-catering basis. Bed Linen & Towels are provided. Toiletries are provided for only one night. You will need to buy toilet paper, paper towels, dishwasher & clothes soap, along with other products at the local grocery store. Rates include a one-time linen & towel set up.
The property is licensed for the maximum occupancy as stated on the property listing. Please note that NO ANIMALS OF ANY DESCRIPTION ARE ALLOWED IN THE PROPERTY AT ANY TIME UNLESS STATED ON THE PROPERTY DESCRIPTION ON OUR WEBSITE.
The guest acknowledges that use of amenities such as hot tubs, pools, spas, fireplaces, decks, and the like may be potentially dangerous and involve potential risks if improperly used, particularly with regard to children and such use is at the guest’s own risk. Parents must supervise children at all times, particularly in the pool area, and when accessing the property via an uncarpeted area. Glassware at the poolside is prohibited. It is an unseen danger to you and others.
For security and legal reasons, we and the resort do not accept packages, parcels or letters to our offices or homes on behalf of guests. We are not liable for any losses of packages that are sent to our offices or one of our vacation homes.
We reserve the right to change the interior room configurations, the furnishings, the fixtures and fittings of the villa and all other equipment in, or appearance of, the villa without giving prior notice to you.
CHECK-IN AND CHECK-OUT: The official time for entry into your accommodation is 4pm local time. The cleaners have sole access to the accommodation until this time to prepare for your arrival therefore, entry to the accommodation prior to this time will not be permitted. Check out time for all accommodation is 10:00am local time.
SPECIAL REQUESTS: If you have any special requests, please let us know at the time of booking. We will pass on all such requests to the Supplier, but we cannot guarantee that they will be met, and we will have no liability to you if they are not.
INSURANCE: It is your responsibility to ensure that you are adequately insured. We strongly recommend that you take out insurance, which should include cover against the cost of cancellation by you and assistance (including repatriation) in the event of accident or illness.
GUEST VERIFICATION: I give permission to SafelyStay, Inc., to verify my identity, and check criminal databases in order to confirm my reservation. Complete terms regarding Safely's guest verification can be found at www.safely.com/terms. You may receive an email from Concierge@Safely.com to complete your screening. Please check your spam inbox for this email, and contact Safely at Concierge@Safely.com, or go to www.Safely.com, if you have any questions.
DAMAGE TO PROPERTY AND ACCIDENTAL DAMAGE WAIVER OR DEPOSIT: Bookings are subject to a non-refundable Accidental Damage Waiver, which is automatically applied to your confirmation invoice. If you or any member of your party cause any damage to your accommodation or any item in it or on its premises, you will be required to pay for the loss and/or damage caused and we will hold you and each member of your party jointly and individually responsible. Unless the damage was caused accidentally and results in losses below $100, full payment for any such damage or losses must be paid directly to the accommodation owner or other supplier prior to departure from the accommodation or an invoice in respect of it will be sent to you on your return to the UK or ROI. Where a refundable Accidental Damage Deposit has been paid, this deposit will be retained by us or our local supplier in part payment of the losses you cause (see also clause 15).
IF YOU WANT TO CHANGE YOUR BOOKING: If you wish to change your booking in any way after it has been confirmed (for example your chosen departure date or accommodation), we will do our utmost to make these changes, but it may not always be possible to do so. Any request for changes to be made must be from the person who made the booking. To make a request, please email firstname.lastname@example.org. All changes will be subject to payment of an administration fee of $50, plus any costs or charges incurred or imposed by any of our Suppliers. The total amount will be notified to you before you choose to proceed with any change. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking, we will treat this as a cancellation by you, we will retain your deposit and cancellation terms will apply.
IF YOU WANT TO CANCEL YOUR BOOKING: Once your booking has been confirmed, to cancel the booking, the person who made the booking must contact us. To cancel your booking, please email Reservations@ellisexclusivevillas.com. Cancellation takes effect on the date we receive your request. If you cancel after we confirm your booking, you must compensate us for losses, as we incur costs from the moment
you make the booking. The closer your cancellation is to the departure date, the less likely we are to recover the costs by re-selling the accommodation at the original price. Our cancellation charges therefore increase as the departure date approaches, and you must pay us the sums up to the maximum shown below. The cancellation charges detailed below are calculated on the basis of the total cost payable by the person(s) cancelling, excluding amendment charges, which are nonrefundable.
For all accommodation types, the following cancellation charges apply:
|Number of days before departure date that we receive your notice to cancel (or on which you are deemed to have cancelled)||Cancellation charge (in addition to any administration fees you owe or have already paid, which are non-refundable)|
|More than 90 days||deposit|
|89 - 61 days prior to departure||50% of total accommodation cost|
|60 - 31 days prior to departure||75% of total accommodation cost|
|30 - 0 days prior to departure||100% of total accommodation cost|
COVID-19 - LIMITATION OF LIABILITY: We both acknowledge the ongoing Covid-19 global crisis and accept our obligations to comply with any official guidance from governments or local authorities. Please note that we will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
• If you, or anyone in your booking party, test positive for Covid-19 and have to quarantine for a period of time, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time. If this happens within 14 days of your departure date, you must contact us as you may no longer be able to travel. We will offer you the following options where possible and subject to availability:
o Postponing your booking to a later date -we will notify you of any impact the postponement may have on the price (please note that you may have to pay full cancellation charges on some elements of your booking, as well as any increase in cost imposed by other Suppliers).
o Cancelling your booking - in which case we will impose our standard cancellation charges as at the date of cancellation by you:
• You fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with the booking, or that portion of the booking.
BEHAVIOUR: When you book accommodation through us, you accept responsibility for the proper conduct of all members of your party during your stay. We reserve the right at any time to terminate the stay of any party member(s) whose behaviour is, in the reasonable opinion of the accommodation provider, a person in authority or us, likely to cause danger, upset or distress to anyone else or damage to property. Full cancellation charges will then apply and no refund will be given. Furthermore, we shall be under no obligation whatsoever to pay compensation or meet any costs or expenses (including but not limited to costs of alternative accommodation) you may occur as a result of your stay being terminated. Subject to clause 14, you and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the accommodation owner or other supplier prior to departure from the accommodation. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking or with us.
COMPLAINTS: If you have a problem during your stay, please inform the accommodation provider and our Reservation Team immediately. Contact details are provided on your check in details and you can also get in touch via Reservations@EllisExclusiveVillas.com. You should also try to find a solution whilst you're there. If your complaint is not resolved locally, please follow this up within 7 days of your return home by contacting our Reservations Team. If you fail to follow this simple procedure, we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were at the accommodation, and this may affect your rights under this contract.
However, if you make a complaint to us after your stay in the property has ended and you have not previously highlighted the issues to us or the Management Company when in the property, we will unfortunately not be able to deal with your complaint as 1) you have not given us the opportunity to rectify matters during your stay 2) It will be very difficult to corroborate your complaint as new customers may already be in the property.
OUR RESPONSIBILITY FOR YOUR BOOKING: We have a duty to select the accommodation providers with reasonable skill and care. We have no liability to you for the actual provision of the accommodation, except in cases where it is proven that we have breached that duty and damage to you has been caused. Therefore, providing we have selected the provider with reasonable care and skill, we will have no liability to you for anything that happens at the accommodation or any acts or omissions of the accommodation provider or others. We also have no liability in the following situations:
i. where the accommodation cannot be provided as booked due to circumstances beyond our control
ii. where you incur any loss or damage that could not have been foreseen at the time of your booking, based on the information provided by you
iii. where you incur any loss or damage that relates to any business activity
iv. where any loss or damage relates to any services which do not form part of our contract with you
Occasionally we have to make changes to, and correct errors on, our website and other details, both before & after bookings have been confirmed and to cancel confirmed bookings. Whilst we always try to avoid changes & cancellations, we reserve the right to do so. If a significant change or cancellation has to be made to your booking arrangements by us we will notify you as soon as possible. You may then either:
(a) accept the changed arrangements; or
(b) accept an offer of an alternative villa of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value). If you reject our offer of an alternative villa of comparable standard then you will not be entitled to an alternative villa of a standard that is far superior. If in these circumstances you request a villa of a far superior standard, you will be required to pay any difference between the cost of the original villa booked and the alternative villa which is of a far superior standard; or
(c) cancel your booking completely, in which case we will refund you all monies paid by you.
Florida is a rapidly expanding growth State and therefore construction may occur in or around the development in which your home is located. We have no control over this, and accept no liability for any inconvenience or disturbance that may be caused by such construction. We will not be liable to make alternative arrangements for accommodation nor will we cover any costs you incur or make any refunds.
PEST CONTROL: Florida is a tropical climate where insects, including ants and cockroaches are sometimes inevitable.. The villas are all treated regularly by a Pest Control Program and cleaned professionally between each rental, however we cannot guarantee an insect or pest free environment. We cannot accept any responsibility for any disruption caused to your holiday by insects or other pests where this was outside of our reasonable control.
SMOKING / VAPOR: All homes have a strict no smoking / vaping policy
PARKING: Parking is limited to 2 vehicles (unless otherwise stated). Vehicles are to be parked on the drive only. Parking on the road or grass is not permitted. Any illegally parked cars are subject to towing. Applicable fines or towing fees are the sole responsibility of the vehicle owner.
POOL SAFETY: There must be a responsible adult in the pool area to supervise children. Glass and breakable crockery must not be taken into the pool or surrounding deck/patio area. The pool is not designed for diving and this activity is dangerous and therefore not permitted. Safety signs are posted at various locations in and around the home and must be adhered to.
SATELLITE TV, INTERNET & PHONE CALLS: All properties are privately owned and have different subscription packages for cable and/or satellite and internet. Ellis Exclusive Villas does not guarantee any programs, events or reception. The guest is liable for ordering any Pay Per View - if the guest does not use their own credit card for ordering, programming charges plus an additional $5.00 processing fee will be charged to the credit card we have on file. Some properties are equipped with a telephone; short calls within the U.S. are permitted.
RIGHT OF ENTRY: The guest agrees that Ellis Exclusive Villas reserves the right to enter the vacation property any time to investigate disturbances, check occupancy, check for damage, to make such repairs, alterations or improvements as we may deem appropriate, or to show the property to prospective purchasers or guests (in which case prior notification will be given).
FORCE MAJEURE: We will not pay you compensation if we have to cancel or change your booking in any way because of unusual or unforeseeable circumstances beyond our control. These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport. In such circumstances, no compensation, costs, expenses or any other sums, including the cost of securing alternative accommodation, will be paid by us.
USE OF INFORMATION YOU GIVE US: By making a booking, you, on behalf of yourself and your party, consent to our use of your personal data in accordance with our Privacy Notice. Please see the Privacy Notice on our website to find out how we will process your personal data.
By placing a reservation with us, you are deemed to have accepted our terms and conditions.
All contracts with us are made subject to the terms of these booking conditions and are governed by English laws and the exclusive jurisdiction of the English Courts.
Terms and conditions are correct at time of booking, but are subject to change without notice.
TREATMENT OF ELLIS EXCLUSIVE VILLAS STAFF: We believe that our staff should be free to work without racism or other prejudice, aggression, violence, abuse or the threat of violence or abuse. We therefore operate a zero tolerance approach to these behaviours. Anyone found to be treating Ellis Exclusive Villas staff or the staff of our contractors or partners in such a manner will be deemed to be in breach of this contract and will be asked to vacate the vacation home with immediate effect with no refund given.
INDEMNIFICATION & HOLD HARMLESS: While Ellis Exclusive Villas and its property owners strive to maintain vacation properties in the finest condition, no guarantees are expressed nor implied regarding suitability or for any particular purpose. All guests and their invitees use the vacation property structures and premises at their own risk.
Ellis Exclusive Villas and its property owners shall not be held liable or otherwise responsible in any way for injury to any guest and/or their invitees that is caused or permitted to be caused by the intentional or unintentional acts of said guest(s) and/or invitees, or by the failure of structures, appliances, (including hot tubs and BBQs) furnishings, and/or other equipment, whether by malfunction, misuse, acts of God/nature, and/or are otherwise naturally occurring. No guarantees are expressed nor implied as to the suitability of utilities and other services provided to the vacation properties and adjacent structures and premises. No guarantees are expressed nor implied regarding the suitability/compatibility of materials utilized in the construction of the vacation property and/or its contents.
Ellis Exclusive Villas and its property owners shall not be held liable nor otherwise responsible in any way for allergic reactions to guest(s) or invitees, caused or permitted to be caused by materials utilized in the manufacture of the vacation property and/or its contents, nor from mould and/or airborne spores, nor from pet/animal allergens, nor from chemical agents including, but not limited to appliances, linens, carpeting, utensils, fixtures, hot tubs, and/or other equipment. The guest and invitees hereby agree to forever hold harmless and indemnify Ellis Exclusive Villas and its property owners from and against all claims, demands, loss, liability/responsibility of any kind and character, including cost of defence, arising out of or in any way connected with the guest’s use of the property.
LIABILITY: Ellis Exclusive Villas accept no liability whatsoever for any injury or loss sustained by guests or any other visitors while in the home or swimming pool. No responsibility is accepted for any death, illness, loss or damage to property and/or motor vehicles.
Due to our strict cancellation policy, guests are advised to ensure that they have adequate travel insurance to cover cancellation, illness, personal loss, or injury, or any loss or theft of luggage or personal property. It is the guests’ responsibility to ensure all travellers are in possession of valid passports and any appropriate visa. British passports must be valid for 6 months after your departure from the USA.
Your Contract with us is made on the terms of this agreement under United States & English Law and subject to their jurisdiction.
If we are forced to move your reservation due to a calendar not being updated, or due to unforeseen circumstances, we retain the right to move your reservation, penalty free, into another home of similar size and standard. Judgement on whether the home is comparable will be the sole discretion of Ellis Exclusive Villas.