Trade Stays Booking Referrals Terms of Business

Version 4. In force from 27 October 2026.

Published 13 October 2026 as notice under clause 15.4. Bookings confirmed before 27 October 2026 continue to be governed by the version in force when they were confirmed.

Definitions

“We/Us/Our” refers to Trade Stays, a registered brand of CDP Property Solutions Ltd (registered in England and Wales under company number 10018704)

“You” refers to the company receiving the Booking.

“Property” or “Properties” refers to the unit of accommodation that is being offered for Our Client’s stay.

“Booking” Refers to the order for accommodation services for a specified date range which becomes valid when it is confirmed under clause 2.6.

“Occupier(s)” refers to the people staying at the Property under a Booking.

“Client” refers to the company or individual(s) We are arranging accommodation for.

“Quotation” refers to your best offer to include all charges and fees due to book a specific Property, together with the Listing for that Property.

“Provisional Period” refers to a range of dates that Our Client has indicated may be required and which We are requesting a Quotation for. We do not accept any liability for any changes to Provisional Periods, whether shortened or lengthened.

“Supplier(s)” refers to companies We hold on Our database and make Bookings for accommodation services with.

“Amenities” refers to the items within the Property or features of the Property as detailed in your Quotation that are provided for the Occupier’s use during the Booking.

“Platform” refers to the Trade Stays online booking platform through which You register, publish Listings, receive requests for Quotations, submit Quotations and receive Bookings.

“Listing” refers to the page and information You publish on the Platform describing a Property, including its photos, description, Amenities, house rules and Cancellation Policy.

“Cancellation Policy” refers to the cancellation option You have selected that applies to a Listing under clause 4.1.

“Working Day” means Monday to Friday, excluding bank holidays and public holidays in England.

“Force Majeure Event” means an event or circumstance beyond the reasonable control of the party affected, including fire, flood, storm or other extreme weather, epidemic or pandemic, an act or order of any government or public authority, war, terrorism, riot or civil commotion, and failure of a public utility or transport network. The following are not Force Majeure Events: lack of funds; any failure by Your own staff, contractors or suppliers; and any matter You could reasonably have prevented or planned for.

1. Quotations for New Bookings

1.1. When We receive a Booking request from Our Clients We will reach out to Our referral network for Quotations by sending a request for a Quotation through the Platform. It is important You provide your best Quotation to include any and all costs, along with the following information:

1.2. Your Listing or Quotation must include the Street address of the Property, number of bedrooms, number of beds, number of bathrooms, number of reception rooms, parking availability, and up to date photos of the Property including an exterior photo of the front and rear. Your Quotation must be a single cost per night for the dates requested, inclusive of any additional fees on top of the nightly rate and of the VAT portion of the payment (if applicable).

1.3. Once We have received your best Quotation to include all fees, no additional fees can be added. This clause is a condition of your submission of a Quotation.

1.4. We will then present your Quotation to Our Clients for their approval and if they wish to proceed with the Booking they will make payment to Us or accept the Quotation on a credit account held with Us.

1.5. It is a condition that any Quotation for a period of time is provisional until the Booking for those dates is confirmed under clause 2.6. We accept no liability for any relocation or cancellation costs, losses or damages associated with existing Bookings that You decide to forfeit in favour of any part of a Provisional Period from Trade Stays.

2. Price and Payment

2.1. The price of the Booking should be made clear to Us at the point We request a Quotation for the Property. The Quotation should include the cost per night, inclusive of all bills and fees such as cleaning or linen fees. If You are VAT registered, You must enter Your VAT registration number in Your business details on the Platform. Where the Client pays in advance, We will collect the payment from the Client and hold it until it is due to be transferred to You.
2.2. Payment documents. We will raise the document supporting each payment due to You under a Booking, and You are not required to invoice Us. Where You are VAT registered, that document is a self-billed VAT invoice and clause 2.2.1 applies. Where You are not VAT registered, it is a payment statement, no VAT is shown, and clause 2.2.1 does not apply.
2.2.1. Self-billing (VAT registered hosts). Where You are VAT registered, We will raise a self-billed VAT invoice on Your behalf, and You will not raise Your own invoice for any supply covered by one. By accepting these Terms and Conditions You agree that: (a) You will accept self-billed invoices raised by Us in respect of supplies You make to Us; (b) You will not raise a VAT invoice in respect of any supply already covered by a self-billed invoice; (c) You will notify Us without delay if Your VAT registration number changes, if You cease to be VAT registered, or if You transfer Your business as a going concern; and (d) this agreement applies for the duration of Your relationship with Us. Where You are not VAT registered when You join and later become VAT registered, You must tell Us before the next payment falls due, from which point this clause applies to You.

2.3. Standard Bookings. Payment to You is due within 3 Working Days of the Occupiers’ check-in date. For any Booking of more than 28 nights, unless We agree a different schedule in writing under clause 2.4, the Booking is divided into Phases of one calendar month (or the remaining part of the Booking) and, notwithstanding clause 2.4(b), each Phase is payable within 3 Working Days of its start date.

2.4. Staged Bookings. For longer Bookings We may agree with You in writing, before the Booking is confirmed, that the Booking is divided into consecutive periods (“Phases”). Where a staged schedule applies: (a) We will raise a separate payment document in respect of each Phase; (b) each Phase is payable in advance of the Phase to which it relates, on the dates set out in the agreed schedule; and (c) the length of each Phase and the payment date for each Phase will be recorded in writing at the time the Booking is confirmed.

2.5. Advance payment and cancellation. Payment made in advance under clause 2.4 does not affect Our rights under clause 4. Where a Booking is cancelled, any amount already paid in respect of booked days for which We are not liable under clause 4 is refundable to Us in accordance with clause 7.1, irrespective of the Phase to which that payment related.

2.6. Confirmation. A Booking is confirmed when the Client’s payment is received by Us or when We confirm a Booking made on a credit account held with Us, and We will notify You when this happens (on the Platform the reservation then shows as Booked). Confirmation is not conditional on payment having been made to You, and clause 3.13 applies from the point of confirmation on the Platform.

3. Provision of Accommodation

3.1. By accepting Bookings from Trade Stays, You agree to provide use of the Property as detailed in the Quotation to Our Clients.

3.2. It is your responsibility to ensure that the Property is safe, secure, sealed from water ingress to include damp and weather-related ingress, and that the fabric of the building is well maintained and free from dangerous structural defects. The Property provided must also meet health and safety regulations, building regulations and is generally safe and habitable, including but not limited to having a safe and reliable supply of running hot and cold water, electricity, gas, facilities for waste removal, heating (gas central heating, electric radiators or solid fuel fires), free from bio-hazards, free from trip hazards (including loose floorboards and ripped floor coverings), free from vermin (including but not limited to rats, mice, cockroaches, bed bugs, fleas and ticks and any other similar creature), free from dangerous animals and free from odious odours (including drains and damp), any parking mentioned within the Quotation must be free from obstruction and accessible with charges in line with those provided on your listing. 1 or more keys must be provided upon check in and in good working order.

3.3. Once a Booking has been made, should the Property provided fail to meet the standards laid out in clause 3.2 then We have the right to cancel the Booking for a full refund of any dates that, as a result of the Property’s condition, Our Clients have not stayed in the Property. You will provide a refund on this basis at our written request to do so.

3.4. You must have, and be able to produce if requested to do so, a valid gas safety certificate and EICR certificate for the Property as well as information about the location and function of the water and gas stop cock. You should also have valid PAT test certificates for each of Your electrical appliances. You must maintain all electrical appliances provided and be able to demonstrate that they are checked and maintained to a safe condition for operation on a regular basis if requested to do so.

3.5. You must have working and regularly tested smoke and carbon monoxide alarms in the Property (where there is gas, oil or solid fuel burners in the Property) that comply with government guidelines and be able to produce a test schedule for such alarms to demonstrate their function and operational effectiveness if requested by Us.

3.6. Each Property must also have a fire safety procedure which must be displayed within the Property and can be produced if requested by Us. The Property must also be equipped with a fire extinguisher and/or a fire blanket present and maintained in the kitchen as a minimum standard.

3.7. The Property must be provided in a clean and tidy condition, in a clean and good decorative state, and with Amenities that match the photos and details provided in the Quote.

3.8. The Property must have been professionally cleaned and checked prior to the arrival of the guest. We may ask for confirmation of this in writing and You must be able to produce evidence of such cleaning, such as an invoice from a cleaning company that specifies the date and Property that was cleaned.

3.9. You must provide the same Property as detailed in Your Quotation. Clients may only be moved to alternative accommodation by You if there is a legitimate reason for doing so. Legitimate reasons being defined as a situation making the Property uninhabitable or a situation that has resulted in the Property becoming significantly substandard to the condition as presented in the Quote. You must provide evidence of the deterioration of the Property in line with the above reasons should You need to relocate Clients to an alternative accommodation unit. The Client’s relocation is subject to Our agreement. In the event that We do not agree to the relocation, You will provide a full refund of the Booking if the Booking has not yet commenced. If the Booking is underway with the Client living in the Property, then the refund shall be a pro-rated amount from the date of the Property becoming unsuitable. You will be liable for any demonstrable costs associated with relocating a Client to alternative accommodation. Any replacement Property must be equal to or exceed the original booked Property value.

3.10. Properties offered must meet a minimum amenity standard and must come equipped with beds, bedding, linen and towels (including tea towels in the kitchen), toiletries (for example toilet paper, soap etc), kitchen equipment and crockery sufficient for the Client to be able to prepare and eat a meal, and all Amenities that are shown in the photos and details provided with your Quotation and any other specific requests from the Client that You have agreed to provide as part of your Quotation.

3.11. Any furniture provided must meet British Fire Safety Regulations and have the fire regulation tags affixed.

3.12. The Property must have a working wifi connection included in the price with speeds as advertised if they were requested. The password to access the wifi must be visibly displayed within the Property and provided if requested.

3.13. You will be bound to provide accommodation to Our Client once the Booking is confirmed under clause 2.6.

3.14. Check in. You must provide Us with complete check in instructions, including key or lockbox details and any access codes, at least 48 hours before each Booking starts or, where a Booking is confirmed less than 48 hours before it starts, within 2 hours of confirmation. You must tell Us immediately of any change to those instructions during a Booking.

3.15. Emergency contact. You must provide Us with a contact who can be reached at all times during a Booking to deal with access problems and emergencies at the Property.

3.16. Repairs during a Booking. Where We notify You of an issue with the Property during a Booking, You must acknowledge it within 4 hours and: (a) resolve any emergency, including loss of heating, hot water, power or water supply, water ingress, or any issue affecting the security or safety of the Property, within 24 hours; and (b) resolve any other issue within 3 Working Days, or within any longer period We agree in writing. We will decide, acting reasonably, whether an issue is an emergency. If You do not meet these timescales, We may, at Our option and without affecting Our other rights, arrange for the issue to be resolved and recover the reasonable cost from You, and/or exercise Our rights under clauses 4.3 and 4.6.

3.17. Access and inspections. You must not enter the Property during a Booking without giving Us at least 24 hours’ notice, except in an emergency. You must allow Us and Our contractors access to the Property on reasonable notice to carry out inspections, including during a Booking.

4. Booking Cancellation

4.1. When You publish a Listing, You must select a Cancellation Policy for it from the following options: Very Strict (30 days), Strict (14 days), Semi-Strict (7 days), Semi-Flexible (5 days), Flexible (2 days) or Freedom (free cancellation until 5pm on the day before the date the Booking is due to begin). If You do not select one, the Semi-Flexible (5 days) Cancellation Policy applies. The Cancellation Policy that applies to a Booking is the one shown to the Client when the Client accepted Your Quotation. Where the applicable Cancellation Policy is Freedom, Your cancellation notice window is nil for the purposes of clause 4.2 in respect of any cancellation notified to You before 5pm on the day before the date the Booking is due to begin. Where We cancel after that time, the first booked night is payable and clause 4.2 applies to the remaining booked days.

4.2. We may cancel the Booking free of charge giving no less than the cancellation notice window of the applicable Cancellation Policy, or within 24 hours of making the reservation if the date the reservation is made already falls within the cancellation notice window. If the notice is given more than 24 hours after making the booking, or in fewer days than the cancellation notice window prescribes, We will remain liable for paying any days of the Booking that fall within the cancellation notice window from the date notice is given. If funds have already been paid for a Booking any refunds will be passed to Us for dates that have been paid for that fall outside the cancellation notice window or for bookings subject to the 24 hour cancellation described in this clause.

4.3. In the event that the Property standard deteriorates during a Booking, (and you do not have alternative accommodation equal to the booking value of the original Property), such that the Property no longer meets the Provision of Accommodation standards as laid out above in Clause 3 and its subclauses (except for clause 3.12), We have the right to cancel the Booking immediately and will be due a refund on any dates that the Client will not be staying in the Property as a result of the deterioration.

4.4. In the event that the Property provided for a Booking is not the same Property as detailed in your Quotation, We have the right to cancel the Booking immediately and will be due a full refund for the Booking.

4.5. If upon entry to the property, the condition of the Property, or Amenities are significantly different to those stated in Your Quotation, We will report this to You in writing. You will then have 24 hours from the point of written notification in which to correct this. In the event that it is not rectified, We will be due a full refund for the Booking, except where any difference is considered a basic requirement as outlined in Clause 3 (except for clause 3.12), where clause 4.3 shall apply.

4.6. Where We cancel a Booking under clause 3.3, 4.3, 4.4 or 4.5, You must pay Us, in addition to any refund due, the reasonable additional cost of providing the Client with alternative accommodation of a similar standard for the remainder of the Booking, up to a maximum of the price of the remaining booked nights, plus any reasonably incurred relocation costs.

4.7. Where We remain liable for booked days under clause 4.2, You must use reasonable endeavours to re-let the Property for those days, and must refund to Us any amount You receive from re-letting them, up to the amount We paid You for those days.

5. Sole Agent

5.1. Any Bookings We make with You should be handled exclusively by Us and Our team. No attempt to collect contact details from the Client or Occupier should be made for the purposes of marketing. Any attempt to deal with Our Client directly for future Bookings at the expense of Our involvement will result in You becoming liable for a commission of 40% of any revenue generated being payable to Us on any future Bookings You agree with the Client, as well as being excluded from any future Bookings from Us.

5.2. Rates should only ever be discussed with Us and never the Client or Occupier.

5.3. In the event that You are approached by the Client or Occupier to discuss additional services or extensions of Bookings during their stay they should always be referred to speak to Us.

6. Commissions

6.1. We do not charge commissions on the Bookings provided to You.

7. Refunds

7.1. In the event that a Booking is cancelled for one of the above reasons laid out in the cancellation terms within clause 4, and refunds are due to be paid, the refund shall be paid to Us no later than 2 Working Days after We notify You of the amount due.

7.2. We may deduct any amount You owe Us under these Terms and Conditions, including refunds, costs recoverable under clause 3.16 and amounts due under clause 4.6, from any payment due to You under any Booking.

8. Damages

8.1. Trade Stays do not accept any liability for damages caused at the Property by the Occupiers. In the event that there are damages at the Property caused by the Occupiers, it is the sole responsibility of the Client to settle any costs You have incurred.

8.2. If You need to make a claim for damages, a clear schedule of the damages should be sent to Us with evidence of the costs incurred and that the damages were caused by the Client within 2 days of the Booking ending, and We shall seek to recover this cost from the Client on Your behalf. No commissions will be due on any recovered amounts.

8.3. We require all Clients to accept Our Booking Terms and Conditions in which They accept uncapped financial liability for damages caused by their negligence or wilful act or omission, or that of the Occupiers for whom they are making the booking.

8.4. On receiving a claim under clause 8.2, We will seek to resolve it with the Client and will pay You any amount We recover from the Client in respect of Your claim, including from any security deposit, within 5 Working Days of receiving it. We are not obliged to bring legal proceedings against the Client. If the claim has not been resolved within 30 days of Us receiving Your schedule and You wish to bring a legal claim, We will, on Your written request, provide You with the Client’s name and contact details for that purpose only, and clause 13 applies to that information. You may also enforce the Client’s liability for damage to the Property directly against the Client, as provided in clause 23.2 of Our Booking Terms and Conditions.

9. House Rules

9.1. By staying at your Property, Our Client has agreed to adhere to the following house rules (note: The following wording is extracted from the Booking T&C document, and in this instance references to “You” mean the client and/or Occupiers, not the Supplier):
9.1.1. No parties are allowed on the premises
9.1.2. No smoking in any inside areas.
9.1.3. No drug use.
9.1.4. Neighbours must be respected at all times. This includes being considerate about the noise You make in the Property. This includes no loud music.
9.1.5. No refuse must be allowed to accumulate at the Property. In the event that refuse is allowed to accumulate, the Property owner will remove it and You will be charged for any reasonable costs incurred in its removal.
9.1.6. The Property must be kept clean and tidy throughout Your stay and left free from personal possessions and waste at the end of Your stay.
9.1.7. The Property may not be used for any illegal activities such as use of escort services, storage of dangerous chemicals, explosives, or substantial storage of company products.
9.1.8. No pets are to be brought onto the premises except with express written prior agreement from the Property owner, excluding disability dogs, which You must inform Us of as part of Your Enquiry specification.
9.1.9. Any industrial work clothing and boots should be left at the entrance and not worn around the Property.
9.1.10. Occupiers must not tamper with, attempt to repair, or otherwise interfere with the utility fixtures and fittings within the Property beyond its normal use. Any repairs required should be notified to Us immediately.
9.1.11. Occupiers must not rearrange the furniture within the Property without written consent which shall not be unreasonably withheld.
9.1.12. Occupiers must avoid doing anything that could cause lingering smells inside the Property that could require additional cleaning to remove.
9.1.13. And any other specific, reasonable requirements as detailed in the Quotation or the Listing or that is later specified by the owner of a Property during Your stay.

9.2. In the event that the Client breaches the above rules, You must submit a written report of the breach to Us in accordance with clause 14 with the details of the Property in question to allow Us to identify the Client and react to enforce the rules with them. If You feel that the situation constitutes an emergency then You can call Us between 9AM and 5PM to report the issue immediately on +44 (0)20 3743 8989 and follow it up with a written communication to document the issue.

9.3. Once We have received Your incident report, We will try to resolve the issue immediately with Our Client to rectify the breach of the above conditions. Should Our Client continue to breach that particular condition then at Your request, and with Our agreement We will terminate the Booking with the Client.

10. Bank/Card Charges

10.1. We accept no liability for charges levied by Your bank or credit/debit card issuer relating to transactions associated with your Booking with Us. All amounts processed are in GBP and We do not accept any responsibility for fluctuating currencies - any resulting losses or gains are for Your account.

10.2. For international payments, any fees charged by Your bank for transfers are Your responsibility and cannot be deducted from any amount You owe Us.

11. How to Contact Us

11.1. Trade Stays is a registered Trademark brand of CDP Property Solutions Ltd, registered at The Retreat, 406 Roding Lane South, Woodford Green, IG8 8EY. You can write to Us at this address for any matters related to your Bookings.
11.2. For any issues or enquiries related to Bookings You can call Us on 020 3743 8989 or email [email protected] to speak to Our enquiries team. Their hours of operation are 9AM – 5PM.

12. Limitation of Liability

12.1. By working with Us You agree, to the extent permissible by applicable law, that Trade Stays, its officers and employees shall not be liable for any loss, injury or damage suffered by You or anyone connected to You in respect of any Booking arranged by Us, including any Booking failing to proceed following payment of a Booking deposit, provided such failure does not occur through any act or omission on behalf of Trade Stays, its officers and employees. It is Your responsibility to insure the Property and its contents, and to hold public liability insurance as well as Occupiers liability insurance. You agree to indemnify Us in respect to any claims We receive from Our Clients in respect to the Property, and its fixtures and fittings. You agree to the contents of this disclaimer without exclusion. At the time of the Quote and prior to the Booking, You are deemed to have read and understood the contents of this contract in its entirety without exclusion.

12.2. We shall not be liable to You for any loss of profit, loss of business, loss of revenue, loss of contracts, loss of anticipated savings, or any indirect or consequential loss, however arising.

12.3. Subject to clauses 12.4 and 12.5, Our total liability to You arising out of or in connection with any Booking, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the total amount payable to You for that Booking.

12.4. The limit in clause 12.3 does not apply to Our obligation to pay You amounts due under clause 2, or to pass on to You amounts We recover under clause 8.4.

12.5. Nothing in these Terms and Conditions limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.

13. Data Protection

13.1. Where We share personal data about Clients or Occupiers with You, You act as a separate controller of that data and must: (a) use it only to provide the accommodation for that Booking, to pursue a claim under clause 8.4, and to meet Your legal obligations; (b) keep it secure and confidential; (c) not use it to market to, or contact, Clients or Occupiers except about the Booking; (d) delete it when it is no longer needed for those purposes; and (e) comply with the UK General Data Protection Regulation and the Data Protection Act 2018.

13.2. We will only share copies of identification documents with You where this is necessary to resolve an incident at the Property.

13.3. You must tell Us without delay if any personal data We have shared with You is lost or accessed without authority.

13.4. We process personal data about You in accordance with Our Privacy Notice, available at https://app.tradestays.co.uk/privacy.

14. Notices

14.1. Any notice under these Terms and Conditions, including notice of cancellation, notice of an issue with a Property, and any claim, must be given in writing:
14.1.1. to Us, by email to [email protected], through the Platform, by WhatsApp message to Your account manager’s WhatsApp number, or by post to the address in clause 11.1; and
14.1.2. to You, through the Platform, by email to the address in Your Platform account, by WhatsApp message to the mobile number You provided to Us, or by post to Your registered office or last known address.

14.2. A notice from Us to You given through the Platform, by email or by WhatsApp takes effect when it is sent. A notice from You to Us takes effect: (a) if sent by email, through the Platform or by WhatsApp before 5pm on a Working Day, on that day, and otherwise on the next Working Day; and (b) if sent by first class post, on the second Working Day after posting.

14.3. Telephone calls, voicemails and text messages are not valid notices under these Terms and Conditions, although We will act on them where reasonably possible.

14.4. You must keep Your contact details on the Platform up to date and tell Us promptly of any change.

15. Changes to these Terms and Conditions

15.1. We may update these Terms and Conditions from time to time. Each version is dated and published on the Platform.

15.2. Each Booking is governed by the version of these Terms and Conditions published on the Platform on the date that Booking is confirmed. A later version will not apply to a Booking already confirmed unless You agree to it or the change is required by law.

15.3. An extension to an existing Booking is governed by the version in force on the date the extension is confirmed.

15.4. We will notify You by email of any material change at least 14 days before it applies to new Bookings. If You submit a Quotation or accept a Booking after a change takes effect, You accept the updated version.

16. Governing Law and Jurisdiction

16.1. These Terms and Conditions, every Booking, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them are governed by the law of England and Wales.

16.2. The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.

17. Force Majeure

17.1. Neither You nor We will be liable for any delay or failure to perform obligations under these Terms and Conditions to the extent caused by a Force Majeure Event, provided the affected party notifies the other promptly and takes reasonable steps to limit its effects.

17.2. If a Force Majeure Event prevents You from providing the Property for any part of a Booking, We may cancel the affected nights without liability under clause 4.2, and You must refund any amounts paid for those nights in accordance with clause 7.1.

18. General

18.1. Severability. If any provision of these Terms and Conditions, or part of a provision, is found by a court or other competent authority to be invalid, unlawful or unenforceable, it shall be treated as deleted to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

18.2. Third party rights. No person other than You and Us has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms and Conditions. This includes Clients and Occupiers. The only exception is that Our officers and employees may rely on and enforce clause 12. We and You may vary or end these Terms and Conditions without the consent of any third party.

18.3. No waiver. If We do not insist on You performing any of Your obligations, or delay in doing so, that does not mean We have waived Our rights against You. Any waiver must be in writing and applies only to the specific occasion stated.

By Signing this document, You confirm You have read these Terms and Conditions and You agree to provide your accommodation on the above terms:
Where You accept these Terms and Conditions on the Platform, when You register as a host, when You submit a Listing, or when You accept an updated version, that acceptance has the same effect as signing this document.