Terms & Conditions
These terms and conditions apply to accommodation only reservations. For flight inclusive holiday bookings the Charter Travel LLP Principal/Tour Operator terms and conditions will apply.
1. Our Terms and conditions
1.1. These booking terms and conditions form the basis of your contract with Charter Travel LLP (registered office is at Charter Travel LLP, 49 Greenacres, Woolton Hill, Newbury, Berkshire, RG20 9TA). Please ensure that you read these terms and conditions carefully as they set out our respective rights and obligations.
1.2. These booking terms and conditions, as amended from time to time, apply to all bookings including those made by telephone, e-mail, online, in writing or by any other means.
1.3. These booking terms and conditions will become binding on you and a contract comes into existence, and you will be deemed to have accepted these booking terms and conditions on behalf of any other persons detailed on the booking, once a ‘FINAL CONFIRMATION EMAIL’ has been sent.
2. Making your Florida accommodation booking
2.1. On placing a reservation, the lead named person on the reservation agrees on behalf of all party members listed on the booking that:
- All information including names and dates of birth are complete and accurate.
- Booking terms and conditions have been read and the lead party member has the authority to, and agrees to be, bound by them.
- They agree to any information provided being used in accordance with our Privacy Policy.
- They are 18 years of age or over and when placing an order for any services where an age restriction applies, declare that they and all party members meet the minimum age requirement to purchase those services.
- They are aware and agree that by placing a booking on our website, this does not mean we have accepted your reservation. The booking is confirmed and the reservation has been accepted once a final confirmation email has been sent (as described in clause 1.3). Once the final confirmation email has been sent a binding contract is in place.
2.2. The vast majority of bookings will be confirmed and you will be sent a final confirmation email within a few hours of submitting the reservation. All reservations are subject to Management and Property Owner approval. If we are unable to fulfil your reservation we will inform you as soon as possible, in this situation we will offer an alternative property if one is available or will process a full refund of all monies paid.
2.3. If making a booking travelling within 14 days Charter Travel LLP reserve the right to request identity verification. This can be in the form of any valid photo ID, with the name, address and signature of the passenger/s along with a recent Utility Bill or a recent Bank Statement.
3. Pricing
3.1. All prices displayed on our website are those in effect at the time of viewing only. Prices can change at any time and are only guaranteed once the deposit has been paid and final confirmation email has been sent.
3.2. We reserve the right to make any corrections to prices quoted due to clerical errors or errors of omission.
4. Website Content Accuracy
4.1. The accommodation options on offer on this website are regularly updated by our experienced staff and we endeavour to ensure that all the information is accurate; however, occasionally errors occur and we reserve the right to correct details in such circumstances.
4.2. Although we make every effort to ensure accuracy of the website, information and prices occasionally change. You must check the total cost and all other information relating to the accommodation and services that you wish to book before submitting your reservation.
4.3. The vast majority of the accommodation featured on our website is privately owned and will be furnished to the owner’s individual taste. With this in mind the facilities offered (ie sleeping arrangements, games area, internet access, spa), furnishings, decor, bedding and standards will inevitably differ and be updated over time.
4.4. All information shown on the website is for information purposes only and may have changed before you make your booking.
4.5. Web site descriptions are made in good faith and every care is taken to ensure their accuracy, but no liability will be accepted in the event of any error or misdescriptions. Charter Travel LLP, the management company and the villa owner reserve the right to change the interior room configurations, the furnishings, the fixtures and fittings of the accommodation and all other equipment in, or appearance of, the accommodation without giving prior notice.
4.6. We may also change, suspend or discontinue any aspect of the website, including the availability of any features, information, database or content or restrict your access to parts or the entire website without notice or liability.
5. If you wish to make changes to your Florida accommodation booking
5.1. Not all bookings can be changed. Any changes allowed will be at the sole discretion of Charter Travel LLP.
5.2. If you wish to make an amendment the request must be made in writing by the lead party member who made the booking. Any changes made will be subject to payment of an administration fee based on our increased costs as a result of any applicable rate changes and any other costs or charges incurred or imposed by third parties that we work with. The amount of the fee 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 arrival date that changes are made and you should therefore contact us as soon as possible.
5.3. If an amendment to a confirmed booking is requested but is not possible and you confirm in writing that you do not wish to proceed with the original booking, we will treat this as a cancellation and the cancellation charges detailed in our terms and conditions will apply.
6. If we change or cancel your Florida accommodation booking
6.1. We hope and expect to be able to provide you with all the services we have confirmed to you at the time of booking. Occasionally, we may have to make changes and/or commercial decisions which may affect your booking; we reserve the right to do so at any time. We plan arrangements a long time in advance of your holiday using independent suppliers, property owners and management companies over whom we have no direct control. On occasions changes do have to be made, and we reserve the right to make these changes, most of which will be minor and minimal.
6.2. We will do our best to notify you before your arrival date in the event of minor alterations. You will not be entitled to any refund in the event that we have to make a minor alteration to your booking.
6.3. Occasionally significant changes are made. We will make you aware of these changes, if there is time prior to your departure, as soon as reasonably possible. Significant changes include change of accommodation or accommodation location but not all changes will constitute a significant change. If a significant change is made to your booking arrangements you may then either:
- Accept the changed arrangements; or
- Accept an offer of an alternative accommodation, if one is available, of comparable standard. If you reject the offer of an alternative accommodation, you will not be entitled to an alternative of a higher standard. If in these circumstances you request accommodation of a higher standard, you will be required to pay any difference between the cost of the original accommodation booked and the new higher standard accommodation; or
- Cancel your booking completely and receive a full refund.
7. Paying for your Florida accommodation booking
7.1. A non-refundable deposit payment of between 20-50% of the total booking value (exact amount will be clearly stated on booking page or when speaking to one of our agents) must be paid at the time a reservation is made. We cannot confirm any reservations without first taking a deposit payment. Initial deposits can be paid by personal debit and credit cards, bank transfers, building society cheques, banker’s drafts, cash or personal cheques.
7.2. Full balance payments must be received in cleared funds no less than 90 days before check in date. Any additional security or damage deposits will also be due at this time. The balance payment for the booking can be paid via bank transfer into our bank account, bankers draft, building society cheque, personal cheque, or corporate or business credit card with an administration charge of 2.50%, or by a corporate or business debit card with an administration charge of 1.25. We no longer accept personal debit or credit cards for the final balance payment.
7.3. If final balance payment is not received 90 days prior to check in date we reserve the right to treat your booking as cancelled by you. In this case the cancellation charges set out in these terms and conditions will apply.
7.4. If at the time of making your reservation, your check in date is 90 days or less from the booking date, the full amount plus any security or damage deposits will be due straight away.
7.5. Balance due dates will be detailed at time of booking and shown on documentation that you will receive 7-10 working days after making your reservation. We are unable to send balance due date reminders and it is your responsibility to ensure we receive clear funds before the balance due date, failure to make your balance payment by the due date may result in your booking being cancelled.
7.6. All bank payments and online transfers required to be paid to Charter Travel LLP MUST only be paid to one of the below Charter Travel LLP bank accounts in either Metro Bank or Handelsbanken Bank.
Metro Bank Details:
Charter Travel LLP, Account Number: 27740715, Sort Code: 23-05-80.
Handelsbanken Bank Details:
Charter Travel LLP, Account Number: 12675304, Sort Code: 40-51-62.
7.7. Charter Travel LLP will not be held responsible for any payments / transfers made to any other bank account. Please add your name/or date of departure or document number to your online payment.
8. Damage and security deposit
8.1. Our properties are inspected before and after each reservation. You and your party members agree to pay for any damage to the accommodation, excessive cleaning required at check-out, missing or damage to the contents, or any other accidental damage to anything within the accommodation during the rental period.
8.2. At time of booking you will be advised if a security deposit is required and the amount. The full security deposit amount must be paid with the final balance 90 days before your check in date.
8.3. Any security deposits held by Charter Travel LLP will usually be refunded within 14 days after your departure date. However, the refund may take longer if you dispute a charge and we need time to investigate.
8.4. The local management company or property owner will complete a thorough check of the accommodation after your departure. You will be advised of any damage or missing items found as soon as possible after check out. If any damage or missing items are reported you will be notified at this time of the cost of repair or replacement.
8.5. Any security deposits held by Charter Travel LLP will be refunded provided that:
- No damage has been caused in or around the property.
- Any person occupying the property during the rental period has not made any chargeable telephone calls to the house landline.
- There are no excessive cleaning costs, excessive electricity or water use.
- You have checked out at the pre-advised time. A late check out fee will apply should the standard check out time be exceeded without prior confirmation.
9. Accidental damage waiver insurance
9.1. Many, but not all, of the accommodation options offered include an accidental damage waiver insurance policy. This policy provides cover for minor accidental damage to the accommodation and its contents during your stay up to the value agreed at time of booking. Some accommodation options will require both an accidental damage waiver insurance policy and an additional security deposit.
9.2. Intentional damage or gross negligence is not covered by accidental damage insurance.
9.3. If any damage does occur during your stay this must be reported to the management company prior to checking out. Failure to report known damage may render the accidental damage waiver insurance invalid meaning you will be charged for the cost of repairs or replacement of missing items.
10. Travel insurance
10.1. We strongly advise that you insure against baggage, personal accident, cancellation and curtailment, medical and other expenses and personal money. Charter Travel LLP does not sell travel insurance. Please note that it is your responsibility to arrange appropriate comprehensive travel insurance.
11. Your responsibilities and duty of care
11.1. Only the named persons advised at time of booking or approved by Charter Travel LLP prior to travel are permitted to stay in the accommodation. Under no circumstances can the maximum occupancy of the accommodation be exceeded unless agreed in writing. Breaching the maximum occupancy may result in your eviction of the accommodation and/or any additional persons being required to vacate the accommodation. No refunds will be given if you are asked to leave the accommodation.
11.2. No unlawful activity or any other activity that constitutes a nuisance is permitted. You and all members of your party agree not to use the accommodation for any illegal or commercial purpose. You agree to comply with any and all rules and regulations advised at any time prior or during your stay by Charter Travel LLP or the local management company.
11.3. You must immediately notify the local management company of any problem, malfunction or damage to your accommodation. You will be responsible for all damage to the accommodation as a result of failure to report a problem, malfunction or damage in a timely manner. Reporting repairs does not give you the right to cancel your reservation or receive a refund of any payments made.
11.4. On departure from your accommodation, you must return all copies of all keys or opening devices to the accommodation or to the local management company office. You must leave the accommodation in the same clean and tidy condition, less ordinary wear and tear, as received upon arrival so that it can be efficiently prepared for the next guest.
12. Passport & VISA requirements, Travel Advice and USA entry requirements
12.1. All party members are responsible for their own Passport and Visa requirements and must check with relevant Embassies and/or Consulates. Full 10 year Passports are required. All children must have their own Passports. If you renew your passport you will need to re-apply for your ESTA with your new passport details.
12.2. Full UK citizen passport holders or citizens of the visa waiver program countries who plan to travel to the United States either by air, land or sea will need to apply for an Electronic System for Travel Authorisation (ESTA). If you hold a British Passport with Status of British Citizen then you must complete an online visa waiver application before you travel. Other passport holders should refer to the relevant Embassy for further instructions. Any individual with an arrest/criminal record either current or spent (except fixed fine speeding convictions) will need to apply for a visa, if you are unsure then please contact the embassy directly.
12.3. ESTA applications can be submitted as soon as an individual begins planning US bound travel, and not less than 72 hours prior to travel. We recommend submitting your application as early as possible. An ESTA is only valid for stays of 90 days or less. For stays exceeding 90 days you will need to apply for a visa. You will be denied boarding if your stay exceeds 90 days and you do not have a visa.
12.4. If your passport shows you are a ‘British Subject’, ‘British Protected Person’, ‘British Overseas Citizen’ or someone from a ‘British Dependent Territory’ then you will need a visa. Visa requirements for UK residents with British Subject passports and all foreign nationals (including holders of passports issued by the Republic of Ireland) differ from those for British Citizens.
12.5. Please be advised that the USA has a set fee for ESTA applications. All payments must be made using a credit card or debit card. Please note the system only accepts MasterCard, VISA and American Express. We recommend you print out your authorisation and take it with you to the airport.
12.6. Please visit www.gov.uk/foreigntravel-advice and https://travelaware.campaign.gov.uk. For current travel advice from the UK government. It is recommended that you consult these websites before booking and again before departure in order to make an informed decision about your chosen destination.
13. Building work
13.1. We do not accept any liability for disruption to your stay caused by building work, including but not limited to disruption caused by noise or dust. You accept that you will not be entitled to any refund or compensation as a result of any such disruption.
13.2. Your accommodation may be located in a residential area where refurbishment work may be happening on a neighbouring property. We have no control over work taking place on neighbouring properties and will rarely be given prior notice of such work.
13.3. If we are made aware of any building work taking place at or close to your accommodation we will endeavour to pass on this information and may offer alternative accommodation as per detailed in section 6.3.(b) of these terms and conditions.
13.4. You accept that maintenance or minor work carried out at a neighbouring property does not affect your holiday and will not entitle you to an offer of alternative accommodation or a refund.
14. Smoking
14.1. No smoking is allowed at any of our accommodation. If smoking does occur you will be responsible for all damage caused by the smoking including, but not limited to, stains, burns, odours and removal of debris. If you are found to be smoking you may be required to immediately leave the accommodation. No refunds will be given if you are asked to leave the accommodation due to breaking the no smoking regulations.
13.4. You accept that maintenance or minor work carried out at a neighbouring property does not affect your holiday and will not entitle you to an offer of alternative accommodation or a refund.
15. No parties, weddings or large gatherings
15.1. Most our accommodation is located in residential areas and may NOT be used for weddings, receptions, parties, or large gatherings. Any disruptive events could result in the eviction and forfeiture of entire rental amount and security deposit.
16. Pool, spa and hot tub
16.1. Pool heating, spa heating and hot tub heating is not included as standard but, where available, will be offered as an optional paid addition.
16.2. You must not tamper with the pool, spa or hot tub heat controls or manipulate the pool, spa or hot tub heater in any way.
16.3. You understand that the area surrounding the pool and spa may not be fenced or secure. You agree to be responsible and liable for any damages that occur to the pool and spa and its support equipment through your own misuse and/or negligence.
16.4. If included on your booking, pool heating will usually be set to run from early morning and during the day only, it will normally be turned off during the night. You understand that the running time for the heater is at the discretion of the local management company or accommodation owner.
16.5. Electric heating pumps do not operate effectively if the outside air temperature falls below 55 degrees Fahrenheit. We do not accept any liability or responsibility if the pool heater fails to provide adequate heating due to the outside air temperature falling below 55 degrees Fahrenheit; this is considered a matter out of our control.
16.6. The outside temperatures play a great part in pool heating and maintaining the temperature of the pool. It is often the outside temperature which feels too cold to swim rather than the actual pool water being too cold to swim in. We cannot be held responsible for outside temperature being too cold to swim, and therefore no refunds will be given on pool heating once booked.
16.7. If you opt to pay an additional fee for pool, spa or hot tub heating and during your stay the heater fails due to a mechanical or electrical fault, you shall be entitled to a refund of the daily rate paid for each day of heating failure; no additional compensation will be paid.
16.8. Use of the pool, spa or hot tub is entirely at your own risk. It is essential that children are supervised at all times in and around the pool area.
17. Property entry
17.1. Local management companies and agents have the right to enter the accommodation during your stay in the following circumstances.
- For the purpose of making necessary or agreed repairs, decorations, alterations, improvements, for maintenance or to supply necessary or agreed services
- To verify that you have complied with the booking terms and conditions.
- In case of emergency.
- Although extremely rare and unlikely, and only after having giving reasonable notice of at least 24 hours, to show the accommodation or property to prospective or actual purchasers, tenants, appraisers or contractors.
18. Local charges
18.1. We make every effort possible to detail fees and charges not included in the booking cost, these fees will normally be clearly marked on the accommodation listing, on our email quote, on the final booking page of our website or will be advised verbally if your booking is made over the phone.
18.2 Charter Travel LLP has no control over local charges whether in the form of local taxes or resort fees. Local charges could include but not be limited to, in-room safe, cots, and highchairs, car parking charges, phone call charges, and use of certain facilities such as gym, pool or Wi-Fi.
18.3. Property owners have the right to introduce, amend or remove their additional fees at any time but regretfully do not always inform us of these changes. We have no control over such locally imposed government/resort/parking charges and these cannot be prepaid.
19. Changes to our terms and conditions
19.1. Charter Travel LLP may from time-to-time change, alter, adapt, add or remove portions of these Terms and Conditions but if it does so it will post any such changes on this website, and any changes to the terms and conditions will form part of your existing contract.
19.2. These terms and conditions are legally binding. A court may strike out or override any part of these Terms and Conditions which it considers unreasonable, invalid or unlawful (whether an entire clause or only part of one) and enforce these terms and conditions as if the offending part had never been contained in it. This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts.
20. Our Liability to you
20.1. We accept responsibility for ensuring that your travel arrangements, which you book with us, are supplied as described. If any part of your travel arrangements are not provided as promised, due to the fault of our employees, agents or suppliers we will pay you appropriate compensation if this has affected your travel arrangements. Subject to paragraph (ii) below our liability in all cases shall be limited to a maximum of X2 of the costs of your travel arrangements.
- We accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees or agents, our suppliers and sub-contractors, whilst acting within the scope of, or in the course of their employment in the provision of your travel arrangements. We will accordingly pay to you such damages as might have been awarded in such circumstances under English Law.
- In respect of travel by air, sea and rail, and the provision of accommodation our liability will be limited in the manner provided by the relevant international convention. You can ask for copies of these international conventions from our offices (Charter Travel LLP, 49 Greenacres, Woolton Hill, Nr Newbury, Berks RG20 9TA)
21. Personal injury unconnected with your booked travel arrangements
21.1. If you, or any member of your party, suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package travel arrangements or an excursion arranged through us, we shall at our discretion, offer advice, guidance and assistance.
21.2. Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings. Our consent will be given subject to you undertaking to assign any costs and/or benefits received under any relevant insurance policy to ourselves. We limit the cost of our assistance to you or any member of your party to £5,000.
22. Force Majeure
22.1 Force Majeure means any Unavoidable and Extraordinary Circumstances which are beyond the control of Charter Travel LLP or the control of our local management companies and agents. In these circumstances any inconvenience or disruption encountered could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include, but are not limited to actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, flood, epidemics and pandemics, fire, airport, port or airspace closures, restrictions or congestion, flight or entry restrictions imposed by any regulatory authority or other third party, an FCDO advisory against travel to a particular destination and any other government restrictions on travel.
22.2. We will not be liable for compensation, costs and expenses for delays or disruptions experienced during your stay or failures or delays in the services we provide due to situations outside of our control.
23. Cancellation
23.1. Part or partial cancellations can only be made by the lead person who made the booking and must be confirmed in writing in the form of a signed and dated letter.
23.2. If you cancel your reservation before your balance due date you will forfeit your full deposit or the full balance amount if full payment was required at time of booking.
23.3. If you cancel your reservation after your balance due date you will forfeit the full amount paid.
23.4. We strongly advise that you take out full comprehensive travel insurance before or as soon as your reservation is confirmed.
23.5. If for any reason you have a booking for any of our accommodation or services but do not show up to check-in or otherwise do not avail yourself for one or all of the booked elements, unfortunately you will not be entitled to any refund from us and other onward elements of your booking may be forfeited/cancelled.
24. Complaints
24.1. Any dissatisfaction/problem regarding your accommodation or any other products or services sold, must be reported and put in writing to the local management company or agent immediately (please keep a copy with the management signature on it). It must also be reported to Charter Travel LLP in England immediately if any dissatisfaction or problem has occurred. We will deal with your complaint from England.
24.2. Charter Travel LLP reserves the right to liaise with the management, agent and/or property owners to remedy the situation once notified whilst you are in the resort. If you fail to follow this procedure detailed in 22.1. we will have been deprived the opportunity to investigate and rectify your complaint whilst you were in the resort, the amount of compensation you may be entitled to may be reduced or you may not receive any at all depending upon the circumstances.
24.3. Any dissatisfaction/correspondence/complaints still outstanding on your return must be put in writing directly to Charter Travel LLP Customer Service Dept., quoting your booking reference and all other relevant information within 28 days of returning home.
24.4. We are a Member of ABTA, membership number F8106. We are obliged to maintain a high standard of service by ABTA’s Code of Conduct. We can also offer you ABTA’s scheme for the resolution of disputes which is approved by the Chartered Trading Standards Institute. If we can’t resolve your complaint, go to www.abta.com to use ABTA’s simple procedure. Further information on the Code and ABTA’s assistance in resolving disputes can be found on www.abta.com.
25. Covid-19
25.1. We strongly advise that you take out full comprehensive travel insurance before or as soon as your reservation is confirmed.
25.2. You should check the cover on your insurance policy carefully in case you take a test prior to travel and are positive for Covid-19 and are required to cancel your planned holiday.
25.3. You should check the cover on your insurance policy carefully to ensure you are covered if a test is taken in destination giving a positive result, or you are contacted by track and trace and required to self-isolate resulting in the cancellation or curtailment of your holiday.
25.4. You should check to make sure your policy includes cover for medical and repatriation costs that arise from falling ill with Covid-19.
25.5. Local government measures and guidelines established at each individual destination and resort are to protect travellers through various sanitary and social distancing measures which could impact on your accommodation and the onsite services offered. You may find that not all facilities and services are available as usual. You should familiarise yourself with the situation in your destination before you go by checking guidance issued by the destination government or authorities. If a facility or service is not part of your holiday booked with us, we will not accept complaints on lack of facilities due to these extraordinary circumstances.
25.6. Any public location where people are present provides an inherent risk of exposure to Covid-19 and Charter Travel LLP cannot guarantee that you will not be exposed during your holiday. You should follow all the guidance on health and safety issued by the destination government or authorities. By booking with Charter Travel LLP you acknowledge and agree that you assume these inherent risks associated with any part of the travel/holiday.
26. Data protection
26.1. We are collecting your personal information for the purposes of booking the travel services that you have requested and are agreeing to. This information, including any information about any health or medical issues that you tell us about and your passport details will be sent to the suppliers who will be providing your travel services. These suppliers may be based outside of the EU where the protection of personal data may not be as strong as it is in the EU.
26.2. When confirming your booking and agreeing to our terms and conditions you give consent to us passing on your personal details for the purposes of your booking.
26.3 If you are making this booking on behalf of other people it is your responsibility as lead passenger to make those passengers aware of our privacy policy and how their personal details will be used.
26.4. We will use the contact details that you have provided at the time of booking to further communicate with you regarding your booking and also to notify you of travel offers that we think might be of interest to you in the future, you can choose not to receive those communications at any time by unsubscribing from our email communications.
26.5. For full details of our data protection please refer to our privacy policy
