Terms & Conditions

These Terms and Conditions apply when Fine Retreats Limited (“Agent”) is appointed to manage bookings of holiday accommodation. The Terms and Conditions form the basis of the Owner’s contract with the Agent so please read them carefully before signing the Appointment Form.

  1. Definitions
“Agency Period” means the agency period specified in the Appointment Form;
“Appointment Form” means the form to be completed and signed by the Owners and the Agent in order to appoint the Agent as agent;
“Commission” means (subject to Clause 6) % plus VAT of the Rental Fees received in relation to the Property in any month;
“Deposit” means a deposit paid by a customer to secure a booking of the Property;
“Final Balance” means the Rental Fees less the Deposit;
“Letting Periods” means the periods of time during which the Property is available for lettings as set out in the Appointment Form or otherwise agreed between the Owner and the Agent  
“Owner” means the owner of the Property;
“Property” means the house (and garden, if any) identified in the Appointment Form;
“Rental Fees” means the total amount due from a customer in respect of a booking of the Property (excluding a Security Deposit);
“Reserved Periods”   means the periods of time during which the Property is reserved for use by the Owner as set out in the Appointment Form or otherwise agreed between the Owner and the Agent
“Security Deposit” means a security deposit received from a customer in respect of possible damage to the Property.  
  • Any reference in these Terms and Conditions to “writing”, or cognate expressions, includes a reference to any communication effected by e-mail, telex, cable, facsimile transmission or similar means.
  • Any reference in these Terms and Conditions to any statute or provision of a statute shall be construed as a reference to that statute or provision as amended, re-enacted or extended at the relevant time.
  • The headings in this document are for convenience only and shall not affect its interpretation.
  1. Appointment of Agent
    • The Owner appoints the Agent to act as their agent in the promotion and marketing of the Property, the taking of bookings for holiday lettings and the management of the Property.
    • The Owner shall not during the Agency Period appoint any other person as the Owner’s agent for the purposes mentioned in clause 2.1.
  2. The Agent’s Duties
    • The Agent shall use its best endeavours to promote and market the Property and to obtain bookings of the Property for holiday lettings.
    • Without prejudice to the generality of clause 3.1, the Agent shall prepare particulars of the Property, including a written description, video footage and photographs and, once the particulars have been approved by the Owner, the Agent shall add them to its brochure and its website.
    • The Agent shall in relation to the Property describe itself as the Owner’s agent.
    • The Agent shall act with all due care and diligence and in accordance with sound commercial principles.
    • The Agent shall ensure that the Property and its fittings, fixtures and contents are kept in good and safe condition and repaired and replaced as necessary throughout the Agency Period at the owner’s cost.
    • The Agent shall ensure that the Property is kept in good decorative order throughout the Agency Period at the owner’s cost.
    • The Agent shall ensure that the Property is cleaned thoroughly, and fresh bed linen and towels provided after each letting.
    • The Agent shall make a member of staff available to the Owner at all reasonable times and upon reasonable notice for the purposes of consultation and advice relating to the Property.
    • The Agent shall promptly notify the Owner of all bookings, enquiries and complaints it receives in relation to the Property.
    • The Agent shall notify the Owner of any changes to laws and regulations relating to the use of the Property for holiday accommodation lettings and shall forthwith notify the Owner if it becomes aware of a breach of any of those laws or regulations in relation to the Property.
    • The Agent shall keep the Owner informed of conditions in the market and opportunities for the promotion and marketing of the Property.
    • The Agent shall obtain and maintain in force during the Agency Period all licences, permits and approvals which are necessary or advisable for the performance of its duties under these Terms and Conditions.
    • Subject as provided in these Terms and Conditions and to any directions which the Owner may from time to time properly give, the Agent shall be entitled to perform its duties under these Terms and Conditions in such manner as it may think fit.
  3. Lettings
    • All lettings shall be made at such prices and on such terms as the Agent shall reasonably determine.
    • The Agent shall enter into booking contracts and receive payments on the Owner’s behalf.
  4. Rights and Duties of the Owner
    • The Owner shall be entitled to use the Property during the Reserved Periods.
    • The Owner shall make the Property available during the Letting Periods.
    • Subject to compliance by the Agent with its obligations under these Terms and Conditions, the Owner shall indemnify the Agent against any liability (including but not limited to all costs and expenses which the Agent may reasonably incur in defending any proceedings) which it may incur by reason only of its being held out as the Owner’s agent.
  5. Costs to the Owner

6.1        The Owner is required by law to provide a safe place for their guests to stay, therefore various safety checks and certificates are required on an annual basis. The owner will be required to make an initial payment of £350 to Fine Retreats in order to cover the costs of all the required safety certificates prior to the initial letting. This fee will be due annually thereafter.

6.2        The Owner is required to pay for the professional photography of the property with the cost determined by the size of the property. A cost will be provided prior to the initial booking. Further services such as Aerial photography, drone videography and interactive floorplans are available and costs can be provided upon request.

6.3        The Owner is required to arrange for the property to be furnished and decorated to the condition in which they wish the property to be let. Fine Retreats can recommend a company to provide this service should the owner wish.

6.4        The Owner is required to pay for all the utility bills for the property including but not limited to council tax, electricity, gas, water, sewerage, telephone, broadband and television.

6,5        Fine Retreats will organise at the Owners expense other services including but not limited to laundry, cleaning and gardening. Further services including but not limited to decorating and property maintenance will also be arranged as required to ensure the continued promotion and marketing of their property.

  1. Financial Provisions
    • In consideration of the obligations undertaken by the Agent under these Terms and Conditions, the Owner shall pay the Commission to the Agent in accordance with this Clause.
    • Deposits are to be placed in a separate account until the date on which the Final Balance is due at which point they are to be withdrawn from the separate account and treated as Rental Fees.
    • The calculation of the Commission shall not include Deposits until they become Rental Fees in accordance with Clause 6.2.
    • Security Deposits are to be placed in a separate account until such time as they are either drawn upon to remedy damage or are returned to the customer.
    • The Agent shall within 7 days after the end of each month during the Agency Period and for so long as necessary thereafter:
      • send to the Owner a statement setting out, in relation to the Property:
        1. all Deposits received;
        2. all Final Balances received;
        3. all Security Deposits received;
        4. any refunds given;
        5. all expenses incurred; and
        6. the Commission due to the Agent

for that month; and

  • retain the Deposits and the Security Deposits in accordance with Clauses 6.2 and 6.4, retain the Commission and remit the balance to the Owner.
  • The Agent shall keep detailed records and accurate accounts of all financial transactions relating to the Property and shall at the reasonable request of the Owner permit the Owner or its duly appointed representatives to inspect all such records and accounts and take copies thereof at all reasonable times (but not exceeding once).
  • All sums payable under these Terms and Conditions are exclusive of any value added tax or other applicable sales tax, which shall be added to the sum in question or otherwise included in any relevant calculation.
  1. Duration and Termination
    • The contract between the Owner and the Agent shall come into force on the date specified in the Appointment Form and shall continue for the Agency Period, subject to the following provisions.
    • Either party shall have the right, exercisable by giving not less than 2 months’ written notice to the other at any time prior to the expiry of the Agency Period (or any further period for which the contract has been extended pursuant to this provision) to extend the contract for a further period of 2 years.
    • Either party may terminate the contract by giving to the other not less than 2 months written notice, to expire on or at any time after 2 months.
    • Either party may forthwith terminate the contract by giving written notice to the other party if:
      • any sum owing to that party by that other party under any of the provisions of these Terms and Conditions is not paid within 14 days of the due date for payment;
      • that other party commits any other breach of any of the provisions of these Terms and Conditions and, if the breach is capable of remedy, fails to remedy it within 30 days after being given written notice giving full particulars of the breach and requiring it to be remedied.
      • an encumbrancer takes possession, or (where that other party is a company) a receiver is appointed, of any of the property or assets of that other party;
      • that other party makes any voluntary arrangement with his or its creditors or (being a company) becomes subject to an administration order (within the meaning of the Insolvency Act 1986);
      • that other party (being an individual or firm) has a bankruptcy order made against him or it or (being a company) goes into liquidation (except for the purposes of amalgamation or re-construction and in such a manner that the company resulting therefrom effectively agrees to be bound by or assume the obligations imposed on that other party under these Terms and Conditions);
      • anything analogous to any of the foregoing under the law of any jurisdiction occurs in relation to that other party;
      • that other party ceases, or threatens to cease, to carry on business.
    • For the purposes of Clause 7.4.2, a breach shall be considered capable of remedy if the party in breach can comply with the provision in question in all respects other than as to the time of performance (provided that the time of performance is not of the essence).
    • The rights to terminate the contract given by this Clause 7 shall not prejudice any other right or remedy of either party in respect of the breach concerned (if any) or any other breach.
    • If at any time control (as defined in Section 840 of the Income and Corporation Taxes Act 1988) of the Agent is acquired by any person or group of connected persons (as defined in Section 839 of that Act) not having control of the Agent at the start of the Agency Period, the Agent shall forthwith give written notice to the Owner identifying that person or group of connected persons and the Owner shall be entitled, by giving not less than 1 months written notice to the Agent within 10 days after the notice from the Agent was given, to terminate the contract.
  2. Consequences of Termination

Upon the termination of the contract between the Agent and the Owner for any reason:

  • the Agent shall cease to promote, market, advertise or solicit customers for the Property;
  • the Agent shall have no claim against the Owner for compensation for loss of agency rights, loss of goodwill or any similar loss (except unpaid Commission).
  1. Nature of Agreement
    • The contract between the Owner and the Agent is personal to the parties and neither party may assign, mortgage or charge (otherwise than by floating charge) or sub-license any of its rights hereunder, or sub-contract or otherwise delegate any of its obligations hereunder, except with the written consent of the other party.
    • These Terms and Conditions together with the Appointment Form contain the entire agreement between the parties with respect to the Property and may not be modified except by an instrument in writing signed by the duly authorised representatives of the parties.
    • Each party acknowledges that, in entering into the contract, it does not rely on any representation, warranty or other provision except as expressly provided in these Terms and Conditions or the Appointment Form, and all conditions, warranties or other terms implied by statute or common law are excluded to the fullest extent permitted by law.
    • No failure or delay by either party in exercising any of its rights under the contract shall be deemed to be a waiver of that right, and no waiver by either party of a breach of any provision of the contract shall be deemed to be a waiver of any subsequent breach of the same or any other provision.
    • If any provision of these Terms and Conditions is held by any court or other competent authority to be invalid or unenforceable in whole or in part, these Terms and Conditions shall continue to be valid as to the other provisions and the remainder of the affected provision.
  2. Notices and Service
    • Any notice or other information required or authorised by these Terms and Conditions to be given by either party to the other shall be given by:
      • delivering it by hand;
      • sending it by pre-paid registered first class post; or
      • sending it by e-mail, telex, cable, facsimile transmission or comparable means of communication;

to the other party at the address given in Clause 10.4.

  • Any notice or information given by post in the manner provided by Clause 10.1.2 which is not returned to the sender as undelivered shall be deemed to have been given on the following day after the envelope containing it was so posted; and proof that the envelope containing any such notice or information was properly addressed, pre-paid, registered and posted, and that it has not been so returned to the sender, shall be sufficient evidence that the notice or information has been duly given.
  • Any notice or information sent by e-mail, telex, cable, facsimile transmission or comparable means of communication shall be deemed to have been duly given on the date of transmission, provided that a confirming copy of it is sent as provided in Clause 10.1.2 to the other party at the address given in Clause 10.4 within 24 hours after transmission.
  • Service of any document for the purposes of any legal proceedings concerning or arising out of the contract shall be effected by either party by causing it to be delivered to the other party at its registered or principal office, or to such other address as may be notified to it by the other party in writing from time to time.
  1. Relationship of the Parties

Nothing in these Terms and Conditions shall create, or be deemed to create, a partnership or the relationship of employer and employee between the Owner and the Agent.

  1. Jurisdiction

These Terms and Conditions shall be governed and construed in all respects in accordance with the laws of England and Wales, and each party hereby submits to the non-exclusive jurisdiction of the English and Welsh courts.