terms & conditions
The following terms & conditions are applicable to the rental of a property/properties known as West Rock Villas, St. James, Barbados, and owned by the company known as WESTROCK CONDOMINIUMS LTD, CO. No. 42369 registered in Barbados. No amendments to or deletions from these terms shall be valid unless expressly accepted and confirmed in writing.
THE AGREEMENT
The Rental Agreement is between the lead guest making the booking and WESTROCK CONDOMINIUMS LTD. The contract is deemed to have been made once the Company (WCL) has dispatched a confirmation of booking for the dates requested. The guest has received a confirmation of booking for the holiday dates requested, has paid the deposit & has accepted the following Terms & Conditions.
The contract binds the lead guest and all the members of their party on whose behalf he/she has the authority to agree. It is the lead guest's responsibility to ensure that all persons included in the booking reservation are made aware of and accept the terms & conditions of booking, including any guests added or substituted at a later date. Failure to disclose all relevant information or comply with these terms & conditions may lead to termination of the contract & loss of the booking.
BOOKING PAYMENT & DEPOSITS POLICY
The Lead Guest must be 21 years or over at the time of booking.
Minimum stay requirements are x 7 nights over the FESTIVE period and x 5 nights over WINTER/SUMMER/FALL periods.
To secure a villa booking, a 15% non-refundable booking deposit of the total rental cost is required, and must be paid within 24 hours of the provisional booking. Therefore we do urge you to ensure your villa at West Rock is booked to coincide with any travel arrangements.
WE STRONGLY RECOMMEND THAT GUESTS TAKE OUT ADEQUATE TRAVEL INSURANCE TO COVER CANCELLATION FEES & ANY OTHER LOSSES, WHICH MAY OCCUR.
The remaining balance is due no later than 30 days prior to the arrival date of the guest at the villa, including a refundable Security/Damage Deposit (refer to section entitled Security Deposit).
If payment is not received 30 days prior to guests' arrival date at the villa, the Company reserves the right to cancel the booking, thus causing the guest to forfeit the paid non-refundable booking deposit.
Your booking is only confirmed on receipt of your Booking Deposit.
Payment may be made via Credit Card, or Bank Transfer to the account details provided.
DEPOSIT & CANCELLATION POLICY
A 15% NON-REFUNDABLE deposit is required to guarantee a booking.
The remaining balance is due no later than 30 days prior to the arrival date, including the refundable Security/Damage Deposit. Failure to pay the balance by the due date prior to the arrival date may result in loss of the booking and the deposit, and the guest will remain liable to pay the balance of the rental
For a booking encompassing the entire Christmas/New Year FESTIVE season, the remaining balance is due, no later than 1 November, including the refundable Security/Damage Deposit.
Cancellation must be received by e-mail from the guest. If you cancel your booking more than 30 days prior to the arrival date (1 November if FESTIVE season) then your deposit will be forfeit. If you cancel your booking less than 30 days prior to the arrival date (1 November if FESTIVE season), then the full balance remains due and is not refundable. Failure to pay the balance by the due date 30 days prior to the arrival date (1 November if FESTIVE season) may result in loss of the booking and the deposit.
Once the property if booked the guest has entered into a legally binding contract. If the guest cancels for whatever reason (including medical and weather related), then no refund is due.
No shows & early departures shall be deemed to be as a cancellation.
Cancellations must be made by email to info@westrockbarbados.com
WE STRONGLY ADVISE THAT GUESTS TAKE OUT ADEQUATE COMPREHENSIVE TRAVEL INSURANCE ,COVERING SICKNESS & UNAVOIDABLE REASONS FOR CANCELLATION PRIOR TO YOUR STAY. IF YOU CHOOSE NOT TO THEN YOU ACCEPT RESPONSIBILITY FOR ANY LOSS THAT YOU MAY INCUR DUE TO YOUR CANCELLATION.
If through circumstances beyond our control it is necessary for the Company to cancel the booking, notification will be given of the cancellation as soon as possible and we will refund any monies paid at that time. Our liability for cancellation will be limited to payments made to us, without interest or further compensation.
If you decide not to proceed with the booking, please do let us know so that we can release the dates.
Payment may be made via Paypal or bank transfer to the account details provided.
SECURITY DEPOSIT
A SECURITY DEPOSIT of USD$300 (US Dollar) will be due along with the final balance. This is REFUNDABLE subject to a satisfactory check over of the villa at the end of the rental period.
The guest and his/her guests are expected to leave the villa/villas in a reasonable and tidy condition. All equipment, furniture and utensils etc. must be left clean and tidy, including crockery and cutlery cleaned and stored in the appropriate cupboards. Additionally to ensure that the cooker, oven and fridge are left clean and dishwasher (if applicable).
The Company will seek full reimbursement from the guest for any loss, damage or miscellaneous expenses incurred during the duration of their stay, and also for any additional cleaning costs above the normal as a result of their stay.
Any loss, damage or cleaning fees costing in excess of the SECURITY DEPOSIT amount will be fully reimbursed by the guest within one week (7 days) of departure.
All or part of the SECURITY DEPOST may be retained by the Company to cover excess cleaning costs, replacement or repairs to the property or its contents, excessive utility bills i.e. external doors/windows being left open whilst the air-conditioning is on causing excessive usage and/or freezing/damage of Air-Conditioning unit.
The SECURITY DEPOSIT will be refunded within 7 days of departure from the villas, subject to any damage or missing items.
OCCUPANCY LEVELS
The Company permits the guest and members of the guest's party (but no one else) to occupy the property/properties for holiday purposes only. The guest must declare the correct number of additional guests on the Booking Confirmation and if this changes, must inform the Company before the rental commences of any change.
No more than the maximum number of persons stated on the website may occupy a property unless by prior written agreement with the Company.
The number of persons using the villas at any time are listed as follows:-
2 persons in a 1 bedroom villa (not including Infant under two years)
4 persons in a 2 bedroom villa (not including Infant under two years)
Children over two years are included in the above numbers.
Exceptions may be made for infants below two years who will sleep in a cot.
Please advise at time of booking if you wish to include an infant below two years in your booking, and we will endeavour to supply a travel cot & high chair, subject to availability.
There are no discounts for under occupancy, and only guests listed on the Booking Confirmation can occupy the villa/villas. We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.
We may allow up to a maximum of two guests to visit during your stay. Visitors must be pre-approved by the Property Representative before arrival to the villa and can STRICTLY not stay overnight. If you bring extra guests without prior disclosure and approval, there will be a charge incurred and extra guests may be asked to vacate the property at the Property Representatives discretion. We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.
PLEASE NOTE: Parties or events of any size are strictly not permitted.
We reserve the right to refuse a booking without giving any reason.
We or our representatives reserve the right to enter the villa/villas at any time to undertake essential maintenance or for inspection purposes.
ARRIVAL / DEPARTURE
The villa/villas are available for guests to enter from 4 pm (local time) on the day of arrival and vacated by 11 am (local time) on the day of departure.
This allows the accommodation to be thoroughly cleaned and prepared for incoming guests. By prior arrangement (subject to other bookings in place), earlier arrival and later departure times may be possible and arranged at an additional charge.
SMOKING & PETS
For the comfort and safety of our guests and future occupants, smoking is NOT permitted in the villas. West Rock villas are NON-SMOKING properties.
Smoking is also NOT permitted around the swimming pool area.
Smoking is only allowed outdoors, and we ask that cigarette stubs and ash are disposed of carefully. Please do not throw cigarette filters or cigarette/cigar stubs in the gardens. If our gardener is required to collect cigarette stubs from the grounds a charge will be made for his time in doing so.
Resin ashtrays can be provided for guest’s use outdoors, please enquire with the Property Representative.
If guests are found to have smoked inside the villa/villas and the villa/villas smell of smoke, the full SECURITY DEPOSIT will be forfeited to cover the costs of cleaning the Air Conditioning System, cleansing of the fabrics (sofa’s, curtains, linen etc.) and fumigating furnishings etc. We also reserve the right to pursue the Client for any additional charges as a result of having to relocate future guests whilst the villa/villas are being cleaning and fumigated.
Pets of any kind are not permitted in the villas. Failure to comply will result in you being asked to leave without any compensation and the full SECURITY DEPOSIT will be forfeited to cover the costs of professional cleaning of the rugs and furnishings etc.
INSECTS & PESTS
Insects and pests are inevitable present in Barbados’s tropical climate. Within reason, this is normal and the Company cannot take action to totally eradicate the problem but only control it.
All properties receive periodic pest control treatment. Only when, in the Company’s reasonable opinion, pests in the living accommodation become a serious nuisance will further action be taken.
Please contact the Property Representative ASAP if you experience an excessive problem with insects or pests and they will act accordingly. Failure to report a problem immediately cannot be deemed an excuse by the Client to claim compensation.
LIABILITY
In making a booking the guest is solely responsible for any theft, damages or breakages that may be caused to the villa or its contents by any guest, and agree to indemnify us in full for any loss that we may incur as a result.
Please ensure that you lock the doors and close the windows when you leave the property unoccupied.
Any defects found within 24 hours of arrival (fair wear and tear expected) or during the period of occupation must be notified to the Property Representative ASAP or you may be held liable.
Please note that in the event that any keys issued are not returned at the end of your stay, then the cost of replacement will be charged to the Client.
The SECURITY DEPOSIT will be refunded within 7 days of departure from the villa/villas, subject to any damage or missing items.
No liability is accepted by the owners whatsoever for death, personal injury, accidents, loss or damage to persons or personal effects however caused as a result of the use of the villas or pool. This waiver extends to people visiting the villas as a guest of the clients.
The villa/villas are situated in a community, which consists of both residential and other holiday homes. The Owner/Company cannot be held responsible for any ongoing construction or alterations to existing villas or any noise on or around the community.
IT IS STRONGLY RECOMMENDED THAT GUESTS TAKE OUT ADEQUATE TRAVEL INSURANCE TO COVER CANCELLATION FEES AND ANY OTHER LOSSES, WHICH MAY OCCUR.
ACTS OF GOD
The Company does not accept any liability whatsoever and no compensation or other payment will be made for loss, damage or injury caused by Force Majeure (e.g. war or threat of war, strikes, riots, political unrest, hostilities, terrorist activity, industrial disputes adverse wether, disasters, transportation, closure of airports or other events beyond the Company’s control).
HIRER’S RESPONSIBILITY
The guest may not use the villa/villas for any purpose other than that of a private holiday residence for the accommodation of the guestand his/her guests.
The guest shall treat the facilities & accommodation with due care so that other guests may continue to enjoy them. In the event that you notice damage in your accommodation, please let us know immediately so that we can take appropriate action. If there have been any breakages during your stay, we would be grateful if you could advise us before you leave. The accommodation will be inspected at the end of the holiday and you may be charged for any loss or damage found.
Please lock the doors and close the window when leaving the villa unoccupied.
In the event that any keys are issued please keep them safe and ensure that they are returned at the end of your stay. Failure to do so will result in the cost of replacement being charged to you.
The guest shall ensure that no member of the party engages in any activity or practice that may become a nuisance or annoyance to the Company, the other tenants of ‘West Rock” or occupants of adjoining land that might invalidate any insurance policies effected on the villa/villas.
The guest must notify the Company of how many individuals will be staying at the specified villa/villas during the rental period and the ages of all adults, children and infants.
The supervision of children/infants and/or any adults requiring special care remains the responsibility of the guest at all times.
The guest may in no circumstances re-let or sub-let the villa/villas, even free of charge.
The guest and all members of his/her party must abide by all the Swimming Pool Safety Rules (please refer to Swimming Pool Safety Rules section).
Unless previously agreed with the Company, the guest will vacate the villa/villas by 11 am on the final day of the rental period.
NOISE DISTURBANCE, EVICTION
‘West Rock’ Villas are located within an exclusive private location. We therefore request you respect other occupants and our neighbours and keep your noise to acceptable ‘talking’ levels, in keeping with the family environment. Guests noise should not be excessive or disruptive, especially in the evenings. Loud music inside the villa should not be played after 10 pm.
We wish to maintain a family atmosphere for the quiet enjoyment of our guests. We rent to families and responsible adults. Guests shall be respectfully quiet and peaceful, so as not to disturb other residents in the immediate area. Please monitor the level of sound being emitted from electronic devices at all times of the day. If going out and returning late at night please take extra care not to disturb other guests and neighbours through loud voices and slamming of car doors. Please also ensure that children are playing in a way that is considerate to other guests and not causing a disturbance.
The Guest shall ensure that no member of the party engages in any activity in or around the resort which may cause damage, offence to other guests, pollution to the water or damage to the structure, this includes unacceptable anti-social behaviour.
Offensive, illegal or aggressive behaviour to other guests and towards our staff is not acceptable. Failure to comply with these requests may result in a request for you and/or any member of your party to vacate the villa immediately. Failure to comply may result in POLICE ACTION. No refunds or compensation will be given in these circumstances and we reserve the right not to accept any future booking from you or any member of your party.
SWIMMING POOL AREA SAFETY RULES
Guests must abide by all of the swimming pool safety rules as follows:-
Use of the swimming pool is at the Guest’s own risk.
Guests are specifically advised not to allow unsupervised children near the pool.
Children under 16 years should be supervised at all times.
No diving is allowed.
It would be greatly appreciated if you could use the plastic glasses provided in your villa for your drinks around the pool, and please do not take drinks into the actual pool.
The pool is 4 ft. to 5 ft. In depth, please ensure you are happy with this before entering the pool.
Be careful when walking around the pool area with wet feet.
No running around the pool area.
The pool will be checked and cleaned regularly, we will endeavour to have this carried out early in the morning to avoid disruption to our guests. However, neither pool nor garden personnel have fixed hours, so it is not possible for us to advise you of the exact date or time of their visit. You may be asked to vacate the pool during cleaning for your own safety.
We ask for your co-operation when our staff visit, as it is imperative to keep the pool and properties well maintained for all our guests enjoyment.
We kindly ask that guests use the blue pool towels provided for use around the pool and the white bath towels provided for use in the villa/villas only.
Beach towels are not provided and we kindly ask that you bring these with you.
We do highly recommend the use of suntan lotions, but please do not leave bottles where they can fall into our pool, as this clogs up the filtration system.
There is a shower located by the pool and we would encourage you to use this to remove any excess sun lotion before entering the pool.
There is also a W.C. located by the pool, and we also ask you to please use this facility should the need arise.
Infants and babies not toilet trained please ensure that a suitable swim nappy is fitted before entry into the pool.
USE OF UTILITIES
Normal usage of water & electricity is included in the rental price. The guest will be responsible for the full costs of any additional charges if utility bills for the period of your stay are in excess of 10% above normal usage.
A Smart TV is provided and is included in the rental price, we do ask that you switch off the TV when not in use or when vacating the villa/villas.
Please note that electricity is VERY expensive in Barbados, so we do ask you to please use electricity wisely. Please switch off lights, ceiling fans and air-conditioning units if not in the room and especially if you are not in the villa/villas.
Unfortunately the island can experience unexpected electricity shortages and supplies can be cut off without notice for varying periods of time. We ask for your patience and co-operation in such instances, as you will appreciate these situations are out of our control.
FURNITURE
No furniture may be moved beyond the rooms in which it is installed.
We ask that you treat our villas and furniture with respect and not to sit on any of the inside furniture with wet swimwear or suncream.
If during occupation of the villa/villas the guest finds it necessary to reposition furniture within a room, then this should be carried out with extreme care and everything re-instated to its original location before departure.
Any damage resulting from moving of furniture will be charged to the guest. If the Company’s staff have to move furniture back after your departure, the Company will charge the cost of this to the guest, as it entails sending staff specifically to the property to undertake this task. The costs incurred will be deducted from the SECURITY DEPOSIT.
Except in the case of normal wear and tear, the guest will be responsible for making good any damage to the villa or its contents which has occurred due to negligence, wilful damage of irresponsible behaviour on the part of those occupying the villa/villas or their guests.
Such damage must be immediately reported to the ‘West Rock Villas’ Representative, and any such damage to the property, furnishings or excessive cleaning requirements will be deducted from the SECURITY DEPOSIT.
The Company shall not be liable for any temporary defect or malfunction of any equipment, machinery or appliance in the villa/villas, grounds or pool. If the guest or the Company find a fault, the Company will endeavour to rectify any problems as soon as possible. The guest must advise us straight away of any such problems.
Items do breakdown, and utility services can get interrupted however rare. No refunds or rate adjustments shall be made for unforeseen issues or mechanical failures. At times the Company may be in the hands of outside contractors, waiting for parts etc, but will try and rectify any faults as quickly as possible.
RIGHTS OF ACCESS
The Company or our Representatives, reserve the right to enter the villa/villas at any time, with due regard to the convenience of the guest and his/her guests, for the purpose of linen changes, cleaning, to undertake essential maintenance, routine repair, or for inspection purposes.
HOUSEKEEPING SERVICES
A Housekeeping service will be carried out during your stay. This will include a towel and bed linen change in addition to general cleaning of the villa/villas. If you require any additional house cleaning services, please advise at time of booking and this can be arranged at an additional cost.
As it is a warm climate and some insects are common, it also helps us if you keep crumbs to a minimum in-between cleans, and regularly remove rubbish from your villa/villas and place in the secure bins provided outside of your villa.
The two bedroom villas provide for a washing machine facility, the one bedroom villas do not. The Housekeeper is not responsible for the washing of your personal laundry. However if you do require some personal laundry to be cleaned during your stay, please ask the Property Representative and this may be arranged for an additional cost.
Bath towels and linens are included in the rental fee as are pool towels, however, may we suggest that you bring a beach towel, as we do not permit towels or linens to be taken from the villa/villas.
The Company reserves the right to make a charge to cover additional cleaning costs if the guest leaves the property in an unacceptable condition.
An INVENTORY can be found in the villa/villas. This will be checked before your arrival and again after your departure. Apart from normal wear and tear, the cost of any items damaged or missing will be deducted from your SECURITY DEPOSIT. Therefore, it is imperative that you inform our Property Representative of any such item/s damaged or missing as soon as possible.
INTERNET ACCESS & WI FI SERVICE
The Internet connection is available (at no extra cost) subject to technical availability.
Every effort is taken to maximise the internet access and wi-fi service provided, but we cannot guarantee the availability of service at all times, or the speed at which the information may be transmitted or received via the service. Please note that we have no control over these restrictions along with the service provider technical issues. The Company shall not be liable for any loss of service, or consequences of using this service, and there will be no reduction in rental fees due to circumstances beyond our control.
SAFETY & SECURITY
Telephones are not provided in the villas. In case of an emergency, we do recommend that, if possible, the guest and his/her guests take mobile phones.
Emergency contact No’s. are detailed in the Guest Information Book located in each villa. The safety and wellbeing of the guest and his/her guests is of the Company’s utmost importance and the Company takes care to ensure your stay is safe and trouble free. However, please be mindful that our villas comply with the local standards and regulations of the local country, which might not be the same as you expect in your home country. Please take extra care during your stay and ensure that children remain supervised at all times.
To comply with fire regulations under no circumstances may more than 3 guest for a one bed villa (including an infant under 2 years) or 5 guests for a two bed villa (including an infant under 2 years) occupy the property. Only persons listed on the Booking form / Rental Agreement may occupy the villa/villas.
As we know children are naturally curious, especially when on holiday where there are lots of areas and things to be explored. Please ensure that children are not left unsupervised at any time during your stay and take extra care around the Swimming Pool, balconies, roads, unfenced areas etc. Parents are responsible for the actions of their children at all times.
The Swimming Pool is used entirely at the guests own risk, and guests must abide by the Swimming Pool Safety Rules.
The villa hire cost does NOT include any personal insurance cover of any kind, adequate travel insurance is essential to cover cancellation, personal accident and medical insurance and personal belongings.
We advise the guest and his/her guests to be extra vigilant and ensure that great care is taken of the villa/villas and your personal safety.
The guest and his/her guests must ensure all the windows, shutters and doors are locked at night, in addition to when vacating the property.
COMPLAINTS
Your satisfaction with our villa/villas is very important to us :-
Any problem or complaint which may arise during your stay concerning the villa/villas, you must immediately report directly to our Property Representative who will endeavour to resolve the matter.
Any complaints not reported to Property Representative at the time, and only reported after the guest has returned from holiday, will not be considered by the Company, and the Company will not accept any responsibility.
DISCLAIMER
Neither the Company, Property Representatives nor any Management Personnel accept any responsibility whatsoever for personal injury, accidents, loss or damage to persons or personal effects, however caused.
GENERAL
Children under 18 must be supervised by their parents/guardians at all times.
We reserve the right to terminate a holiday without compensation where the unreasonable behaviour of the persons named on the booking form (or their guests) may impair the enjoyment, comfort or health of others.
We reserve the right to make reasonable amendments or additions to these Terms & Conditions without notice.
We expect all guests to enjoy the facilities and treat the properties with the same respect that they would with their own home.
PLEASE NOTE: West Rock Villas are newly built & our four one bedroom villas towards the forefront of the grounds along with the swimming pool & pool house were the first to be completed. The first two of our two bedroom villas towards the rear of the grounds have only very recently been completed. We have plans to build the final two of our two bedroom villas at the very top and rear of the grounds, and also then to finalise work on the entrance road some time in the near future. We would like to clarify that this work has not commenced to date and that there is no ongoing building work at West Rock at this present time.
PLEASE NOTE: Our villas are newly built & furnished, therefore we DO NOT PERMIT THE USE OF RIEMANN P20 SUN PROTECTION PRODUCTS, as this is known to cause permanent damage by staining fabrics & soft furnishings.
To reduce the risk of fire - no burning of incense or candles are permitted, please use the LED battery candles that are provided in the villas only.
DISPUTES
In the event that any dispute should arise between the Guest and the Owner/Company which cannot be resolved amicably, the matter(s) shall be resolved by arbitration in Barbados in accordance with Barbadian Law.
WEBSITE / BROCHURE DESCRIPTION
We make every effort to ensure that the information and photography contained on our Website and within our brochure is accurate. However, gardens will naturally grow, furnishings may be replaced and decor updated, and it is not always possible to display the most up to date photographs.
As we are always looking for ways to make improvements there may be small differences and unfortunately errors can occur and information and prices may alter, however, we will always endeavour to advise you of any changes at the earliest opportunity, after we become aware of that change or inaccuracy.
LOST PROPERTY
Please ensure all personal possessions are packed when departing your villa/villas. Whilst we will endeavour to assist when items are left. Unfortunately we are unable to guarantee the return of any items which have been left unattended, and will not be liable for any items lost or damaged in transit. Postage, packaging and handling fees may be applied for the return of lost property.
