Terms & Conditions

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Terms & Conditions

This short-term rental agreement (“Agreement”) is concluded between Bunton-Williams Ltd (“the Host”) and (“the Guest”) . The terms and conditions of your stay are presented below.

1. Rental Parties

1.1 The Host

Bunton-Williams Ltd, whose registered office is at 1 Derwent Business Centre, Clarke Street, Derby, England, DE1 2BU, provides accommodation in two separate ways:

1.1.1 As a principal

Through rent-to-rent leasing, where the Host enters into direct lease agreements with the Owners and lets the accommodation on to the end-user.

1.1.2 As an agent

Acting for the property Owners, where an agency relationship exists. The rental arrangements are made on behalf of the Owners for the “Property” stated on the booking confirmation email. The contractual relationship is directly between the Owner and the Guest.

Note: The Host will, on request and with approval from the Owners, provide the names and addresses of the Property Owner(s) in which they have made a reservation.

1.2 The Guest

Customers renting the property with the Host are hereafter referred to as the “Guest(s).” The Guest(s) are obliged to provide their full names.

2. Occupancy

2.1 Occupancy Limits

The Guest is responsible for ensuring that the property is not occupied by more individuals than the number specified in the booking confirmation and, under no circumstances, exceeds the property’s maximum occupancy limit . The Host reserves the right to refuse entry to the property if there is a reasonable belief that this condition will be violated. Should this condition be breached at any time during the stay, the Host reserves the right to immediately cancel the booking without a refund of any paid funds. In such cases, the full Security Deposit will be retained, and relevant public authorities may be notified.

3. Rental Period

3.1 Commencement and Completion

The rental period commences at the agreed check-in time and date as specified on the booking confirmation. The rental period ends at the agreed check-out time and date as specified on the booking confirmation (unless you have paid for early check-in or late check-out). This rental period comes into effect unless different check-in and check-out times have been agreed upon, in which case the latter shall define the rental period. This period is hereafter referred to as the “Rental Period.”

3.2 Confirmation and Extensions

The Rental Period dates will be stated on the reservation confirmation email provided to the Guest at the time of booking and cannot exceed unless with the written approval of the Host. The Guest will be liable for any cost, of whatever nature, incurred due to an unauthorised extension.

3.3 Early Check-in and Late Check-out

Guests may request an earlier check-in or later check-out, subject to prior agreement and payment of an additional fee. Guests are permitted a 15-minute grace period beyond the agreed check-out time. If the check-out is delayed beyond this grace period, the Guest will incur a late check-out fee equivalent to the reasonable costs incurred by the Host as a result of the delay. This fee is calculated based on factors such as additional cleaning costs, disruption to other bookings, or loss of revenue. The fee does not entitle the Guest to remain in the property for an additional night.

Note: This Agreement applies to the Guest’s stay from the arrival date to the departure date as specified on the booking confirmation, but also to any other dates that may be included if the reservation is changed or extended.

4. Rental Fees

4.1 Pricing

All prices are quoted in GBP; unless otherwise specified, the prices quoted include VAT at the prevailing rates if applicable. All prices are based on costs prevailing at the time of quotation and may be subject to change. Unless otherwise specified, the prices quoted for all serviced property include utilities and taxes. Any extra charges are at the management’s discretion.

4.2 Check-in Outside Standard Hours

Please note that check-ins before 3:00 pm and after 10:00 pm can carry an additional charge.

4.3 Standard Check-in and Check-out

The earliest check-in is at 3:00 pm (unless you have paid for an earlier check in), subject to availability, and the standard check-out time is up to 10:00 am (unless you have paid for late check-out).

4.4 Security Deposit

The Guest agrees to pay a Security Deposit of £200, which will be collected prior to check-in. The Security Deposit is required as a guarantee for any potential damage, losses, or additional cleaning costs incurred during the Rental Period. This deposit will be refunded to the Guest after check-out, provided no damages, excessive cleaning requirements, or other breaches of the rental agreement are identified. The Host will process the release of the Security Deposit within 7 days of check-out, subject to satisfactory property inspection.

4.4.1 Additional Liability Beyond Security Deposit

In the event that the cost of damages, losses, theft, or any other breach of this agreement exceeds the amount of the Security Deposit, the Guest agrees to reimburse the Host for the full remaining balance within 7 days of receiving written notification and an itemised invoice. If the Guest fails to make this payment within the specified timeframe, the Host reserves the right to take legal action to recover the outstanding amount, including any associated legal fees, court costs, or administrative expenses incurred in the process.

4.5 Outdoor Security Cameras

The Guest acknowledges and agrees that security cameras may be installed to monitor the immediate area outside the property. In the case of a flat, this may include the communal corridor directly outside the front door of the flat. For a house, this may include the area immediately outside the front door, such as the front garden or the street. These cameras are installed solely for safety and security purposes. By entering into this agreement, the Guest consents to the operation of these cameras during their stay.

5. Payment

5.1 Payment Due Date

The full price of the booking is due at the time of booking. Payment for bookings must be completed online to secure the reservation. If this is not received on time, the Host reserves the right to cancel the booking and charge the full value of the booking to the Guest.

5.2 Charges for Payment Issues

Any charges raised against the Host by their bank for handling dishonoured cheques or any other payments will be passed on to the Guest by way of a deduction from the Security Deposit.

5.3 Payment Methods

Credit/Debit Card: Payment by credit/debit card is the preferred option for online bookings placed directly on the Host’s website.
Bank Transfer (BACS): The preferred payment option for bookings placed over the phone.
Cash or Cheque: Accepted only in exceptional circumstances and with prior approval of the Host. Cheques should be payable to the Host. Postdated cheques are not acceptable.

6. Booking

6.1 Booking Channels

All bookings can be placed either through the Host’s Secure Website, Email, or Phone Number(s). The availability displayed at the time the Guest sends the email cannot be guaranteed as an alternative booking may take place in the meantime.

7. Rental Rules & Restrictions

7.1 Legal Basis

The Guest has the right to occupy the property for a Rental Period only (within the meaning of Schedule 1, Paragraph 9 of the Housing Act 1988).

7.2 Guest Obligations

The Guest agrees to the following:

7.2.1 Not to provide overnight accommodation for guests other than those declared to the Host in advance, under no circumstances.

7.2.2 To undertake to pay for any losses or damage caused to the property.

7.2.3 To take good care of the property and leave it clean and tidy upon check-out.

7.2.4 To permit the Owners and Host reasonable access to the property.

7.2.5 That a cot will only be occupied by a child aged 24 months or less. The Host is not responsible for the maintenance of cots. Where cots are requested, the Guest must supply their own linen for the cot.

7.2.6 Not to cause an annoyance or become a nuisance to occupants of adjoining premises, including but not limited to:

(a) Not being the cause of any noise between 22:00 and 09:00.

(b) Not smoking on the property or any of its public areas.

(d) Reading any safety notices and advice upon arrival at the property.

(e) Not re-letting or subletting the property to any other group/party.

(f) Only using the property strictly for residential purposes.

(g) Not throwing parties or gatherings at the property. If on arrival, it is felt that the Guest intends to use the property for such events, the Guest will be refused entrance.

(h) Not using the phone or fax line connected to the property.

(i) Not lighting any fires or candles on the property.

(j) Not permitting any visitors to enter the property.

(k) Not hanging or placing wet or damp washing articles upon any room heater.

7.3 Breach of Rules

In case of breaching these terms and conditions, the Guest will be required to leave the property immediately, and no refunds will be offered.

7.4 Emergency Procedures

In case of an emergency, the Guest is asked to:

Use Safety Equipment: Make use of the fire blanket and/or a fire extinguisher if appropriate.
Evacuate: Leave all belongings and exit immediately through the main exit, ensuring all individuals who require assistance are brought to safety.
Call for Help: Wait on the main road away from the building and inform emergency services by calling 999 and quoting your location.
Notify the Host: Reach out to the Host’s phone number if required.

8. Property Condition

8.1 Care of the Property

The Guest must follow the instructions in the welcome manual of the property. Any losses, damage, or cleaning necessary over and above normal servicing will be deducted from the Security Deposit. By placing a booking with the Host, the Guest authorises the Host to deduct such payment from the Guest’s Security Deposit.

The Guest is responsible for taking all reasonable care of the property and its contents. The property and all equipment, utensils, furniture, etc., must be left clean and tidy at the end of the Rental Period. No items can be removed from the property.

The Guest will be responsible for reimbursing any damage to the property or its contents, which has occurred due to negligence, wilful damage, or irresponsible behaviour on the part of those occupying the property or their guests. Such damage must be reported to the Host’s local representatives without delay. The cost of the repair or replacement must be agreed with and paid to the Host.

The Guest is responsible for ensuring that no person staying or visiting the property during the Guest’s stay will suffer anything to be done that would endanger the policy of the Host’s insurers in respect of the property and its contents, or that might make the same void or voidable.

8.2 Keys and Parking Permits

8.2.1 The loss of parking permits and keys (including bullet fobs and parking fobs) to a property will incur an administration fee of £80 in addition to the replacement costs as listed below:

(a) Parking permit: £15

(b) Bullet fob: £30

(d) Door key: £7

8.2.2 If left in a keysafe, it is the responsibility of the Guest to ensure the keysafe is locked properly.

8.2.3 In case of a parking permit or key not being found in the keysafe or designated check-out box following check-out, or if the keysafe code has been changed or fails to open and the Host or its representative is unable to retrieve the keys or fobs, this will be treated as the loss of a key by the Guest.

8.2.4 Duplication of keys or fobs and changing entry or keysafe codes are not permitted. Divulging access arrangements to third parties is not permitted.

8.2.5 In the event that the Guest loses access to the property keys, including the spare emergency set, and is subsequently locked out of the property, requiring the assistance of a locksmith to regain access, the Guest agrees to bear the full cost of the locksmith service. The exact amount charged by the locksmith will be deducted from the Guest's security deposit. By signing this agreement, the Guest acknowledges and accepts this responsibility.

8.3 Services & Facilities

8.3.1 Properties are advertised as providing a number of services, facilities, and amenities. While every effort is made to this end, the availability and proper functioning of these cannot be guaranteed.

8.3.2 The Host is not responsible for providing any refund or alternative provision of said service, facility, or amenity, and no refunds will be offered.

8.3.3 All personal belongings and contents left in the property or in the car parks are left at the Guest’s risk. The Guest should take insurance for such belongings, and any loss or damage to their belongings is the sole responsibility of the Guest.

8.3.4 Vehicles may only be parked in designated areas, with prior booking where necessary. If a vehicle is parked on or in front of an access route to the property without authorisation, and attempts to contact the Guest fail, the Host reserves the right to tow the vehicle away.

8.3.5 The Host is not responsible for any damage, theft, or loss that may occur to any vehicle, or its contents, while parked in the provided car park. Guests park their vehicles at their own risk.

8.3.6 The Host is not liable for any parking charges, fines, or penalties incurred by Guests as a result of breaching the terms and conditions of the car park. Guests are responsible for adhering to all applicable parking regulations and terms.

8.4 Internet

No guarantee can be made that the internet service provided will be compatible with the Guest’s device. No technical support for the connection is available, and the functionality of the connection cannot be guaranteed. Should the broadband connection not function for any reason, no liability is taken by either the Owner or the Host, and they cannot be held liable for any losses resulting from the loss of connection.

Wireless internet service is free to those Guests who accept the terms and conditions below. By accessing the internet through the Host’s Service, the Guest will be deemed to have read, understood, accepted, and agreed to be bound by these terms and conditions of use. Please do not use the Service if you do not agree to all of the terms and conditions.

8.4.1 Performance of the network is monitored, and the amount of bandwidth available to demanding users during busy periods may be restricted to ensure all Guests have an acceptable level of service.

8.4.2 Reasonable endeavours will be used to make the Service available 24 hours a day. However, the Host will not be liable if, for any reason, the Service is not available at any time or for any period. Access to the Service may be suspended at any time. In the case of requiring any assistance in relation to the Service, the Guest should contact the Host.

8.4.3 Network access codes or passwords provided to the Guest to access the Service should be kept confidential and not disclosed to any other person for any reason. The Guest will be responsible for any loss that arises from losing, misusing, or otherwise disclosing any such access codes or passwords.

8.4.4 The Service is intended to allow Guests to access the internet for legitimate purposes only. The Guest undertakes to the Host that their behaviour while using the Service will be lawful, honest, and proper. The Service may not be used in such a manner as to host a web or other server, send or facilitate the sending of bulk e-mail, or collect third-party personal data without appropriate consent. The Host may terminate the Guest’s use of the Service at any time without notice if it becomes aware of any behaviour that has a negative impact on the Host’s equipment, network, or the use by other customers of the equipment or network or the internet in general, or which damages or has the potential to damage the Host’s reputation or standing.

8.4.5 The Guest acknowledges that their use of the Service is at their own risk. The Service is provided on an “as-available” basis, and to the fullest extent permitted by law, the Host hereby excludes all and any warranties or conditions of any kind, whether express or implied, in respect of the Service and any content or data obtained or downloaded from it.

8.5 Cleaning

The property will have been cleaned by a professional cleaning company prior to the Guest’s arrival. The Guest undertakes to notify the Host at their earliest convenience should they notice inadequate cleaning, so the Host can endeavour to rectify the situation. The Guest is asked to leave the property clean, ensuring that all used dishes are loaded in the dishwasher and turned on before departure.

8.5.1 For stays exceeding 28 consecutive days, the Guest agrees to allow the Host’s cleaning team access to the accommodation every 14 days for a mid-stay clean. This cleaning is mandatory to ensure the property remains in good condition and includes general cleaning tasks such as vacuuming, dusting, bathroom sanitation, and a linen change. The Guest will be notified in advance to arrange a suitable time for the cleaning, and the cleaning team will make every effort to minimise disruption during their visit.

8.6 Missing or Stolen Items

In the event that any items are discovered missing or stolen from the property during the Guest’s stay or after checkout, the Host reserves the right to deduct the cost of replacement or repair plus an £80 administrative fee from the Security Deposit. If the Security Deposit is insufficient to cover the total cost of missing or stolen items, including the administrative fee, the Guest will be liable for any remaining balance. The Host may, at its discretion, involve law enforcement or pursue legal action if theft is suspected.

9. Personal Properties

9.1 Liability for Personal Items

The Landlord and the Host hold no liability for personal properties belonging to the guests left at the property during their stay. Any personal properties left at the property after the agreed check-out time may be moved, removed and/or disposed of by the Host.

10. Cancellation Policy

10.1 Cancellation by the Guest

The Host will not issue any refunds for cancellations made within 30 days of the Guest’s check-in date. No-shows on the reservation date will be treated as cancellations, and no refunds will be provided.

The Host strongly recommends that all guests obtain appropriate travel and personal insurance cover to cover these charges in case of a cancellation.

10.2 Cancellation by Bunton-Williams Ltd

10.2.1 If the Host cannot honour the booking at the property initially booked, the booking will be relocated to an alternative property at the same rate as initially booked.

10.2.2 In exceptional circumstances, the Host may find it necessary to cancel the Guest’s booking and reserves the right to do so at any point.

10.2.3 The Host shall make all reasonable efforts to offer a suitable alternative. If this is declared not acceptable by the Guest within 24 hours of them being notified of the change of property, and assuming the cancellation is not as a result of events beyond the Host’s reasonable control, which shall include but not be limited to events such as war, civil strife, terrorist activity, labour disputes, natural or man-made disaster, fire, flood, and adverse weather conditions, then the Host will refund any sum paid by the Guest if cancelled prior to the reservation or a refund of the remainder of the booked nights if the Guest has already checked in. This shall constitute a full and final settlement of any liability the Owner or the Host may have to the Guest as a result of such cancellation. This does not affect the Guest’s statutory rights. More specifically, nothing in these conditions shall restrict the Host’s liability for death or personal injury caused by the Host’s negligence or fraudulent misrepresentation.

10.3 Termination by the Host

The Host has the right to terminate a booking at any time on the grounds of abuse to the staff, mistreatment of the property, or criminal activity on the part of the Guest. Any sign of smoking inside or outside of the property will immediately terminate the booking, with no refund being offered.

11. Other Clauses

11.1 Information

Bunton-Williams Ltd reserves the right to amend prices quoted due to errors or omissions. While every endeavour is made to portray a true representation of the properties, no guarantee can be given to the accuracy of the photographs or descriptions. All information supplied by the Host is given in good faith and is based on information available at the time. All reasonable measures have been taken to ensure the accuracy of any statement in writing or otherwise, but Bunton-Williams Ltd is not liable for any variation caused.

11.2 Injury or Loss

The Host cannot be held responsible for any personal injury, loss, or damage to personal effects howsoever arising at the accommodation. Neither the Owner, the Host, nor its representatives can be held responsible for any circumstances beyond the Host’s control, including, but not limited to, mechanical breakdown, illness, or failure of any public service supply. The Host will not be held responsible for any death or personal injury incurred during any stay at the property save insofar as the same arose through any act or omission by the Host.

11.3 Complaints

Any complaints about the property, its contents, or the Host staff must be made immediately by email at info@bunton-williams.com.

11.3.1 All complaints must be notified to the Host as soon as reasonably practicable, as the Host may be required to carry out an on-the-spot investigation and, if necessary, request the Owner to take remedial action. Should you have a complaint, please allow the Host or the Owners the opportunity to put matters right during the Rental Period.

11.3.2 The Host will take all reasonable steps to settle the problem. Bunton-Williams Ltd shall not be liable for any complaint submitted after the completion of the Rental Period. Complaints that have not been resolved by the Host by following the in-house complaints procedure can be further escalated to The Property Ombudsman.

11.4 Force Majeure

The Host will not be liable for any delay, loss, damage, or expense incurred if the Guest’s booking needs to be altered or cancelled, or the Host is unable to perform its contractual obligations as a result of events beyond its reasonable control, which shall include but not be limited to events such as war, civil strife, terrorist activity, labour disputes, natural or man-made disaster, fire, flood, and adverse weather conditions.

11.5 Right of Access

The Host’s representatives and subcontractors have the right of access to the property at any time, with due regard to the convenience of the Guest, for the purpose of inspection of the property and for the Owners to carry out any essential repair or maintenance work.

11.6 Security of Tenure

The property is used as a serviced Rental Period accommodation, so it is exempt from security of tenure under the Rent Act. No tenancy rights are created for the Guest(s) after the term of this agreement expires, which coincides with the published check-out time and is included by default in the Guest’s booking request.

11.7 Insurance

It is recommended that personal insurance be taken out against cancellation or loss of goods. It is further strongly advised that personal accident and medical insurance is also taken out.

11.8 Privacy and Data Protection

The Host takes the Guest’s privacy and confidentiality seriously. The Host collects information necessary to process the Guest’s booking and information derived from “cookies.” The Host uses cookies to monitor site usage and related information. The Host will try to keep the Guest’s data up-to-date and accurate, but provides no warranty or guarantee and bears no liability to the Guest in the event that any data transmission over the Internet is not completely accurate or secure. The Host may use the Guest’s information to help improve the Host’s website and the Host’s service, to personalise the types of information the Guest receives from us, as well as for internal statistical, marketing, and administrative reasons. The Host does not share this information with outside parties except to the extent necessary to process the Guest’s booking. By using this website and supplying the Host with the Guest’s information, the Guest consents to the Host’s use of the Guest’s information as described above.

11.9 Liability

The Host does not accept liability for any act, neglect, or default on the part of the Owners or any other person, nor for any accident, damage, loss, injury, expense, or inconvenience, whether to person or property, which the Guests or anyone connected with the Rental Period may incur. Neither the Host nor the Owners shall be held responsible for any maintenance/building works outside the rental property now or in the future.

11.10 Authority to Sign

The person who places the booking certifies that he or she is authorised to agree to the Terms and Conditions on behalf of all persons being booked for, including those substituted or included at a later date, and that all these persons shall likewise observe the Terms and Conditions. He or she agrees to take responsibility for the party occupying the property. In this sense, references to the Guest apply to all the property occupants. By placing a booking, the Guest is deemed to have accepted these Terms and Conditions. Payment of the full charge also indicates acceptance of these terms and conditions.

11.11 Disclaimer

All properties are used at the Guest’s own risk. At properties with a balcony or elevated terrace, this area is used at the Guest’s own risk. Parents should ensure that their children are supervised in such areas at all times.

11.12 Governing Law and Jurisdiction

This Agreement’s validity, construction, and performance shall be governed by English law.

11.13 Severance

In the event that a court finds that a condition in these Terms and Conditions is illegal or void, the illegal or void provision will be severed from the remainder of the Terms and Conditions, which will continue to be valid and have full force and effect.