Trade Stays Booking Referrals Terms of Business
Purpose
The purpose of this document is to govern the booking referral process of us providing booking referrals to you.
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), as well as our partners P&H Homes LLP, CCJN Homes Ltd and KPR Property LLP.
“You” refers to the company receiving the booking.
“Property” refers to the unit of accommodation that is being offered for our client’s stay.
“Booking” Refers to the order for accommodation services.
“Occupier(s)” refers to the people staying at the property.
“Client” refers to the company we are arranging accommodation for.
Quotations for New Bookings
When we receive a booking request from our clients we will reach out to our network for quotations. It is important you provide your quotation with the following information:
Location of property, number of bedrooms, number of beds, number of reception rooms, parking availability, cost per night, any additional fees and photos of the property.
We will then present this to our clients for approval and if they wish to proceed with the booking they will sign our terms and conditions and make payment to us.
Price and Payment
The price of the booking should be made clear to us at the point we request a quotation for the property. The price should include all bills and fees such as cleaning or linen fees and have the VAT element of the pricing made clear if applicable. We will collect the payment from the client and hold it
until it is due to be transferred to you. You should not consider the booking confirmed until we have received the payment from the client.
To receive payment for your bookings, all invoices should be made out to Trade Stays, The Retreat, 406 Roding Lane South, Woodford Green, IG8 8EY. VAT Reg number: 311632838.
Payment from us to you will fall due on the day the occupier checks in to your property.
Provision of Accommodation
By accepting bookings from Trade Stays, you agree to provide accommodation services to our clients. It is your responsibility to ensure that the property provided meets health and safety regulations, building regulations and is generally safe and habitable, including but not limited to having a safe a reliable supply of running hot and cold water, electricity, waste removal and heating.
You must have, and be able to produce if requested to do so, a valid gas safety certificate and EICR certificate for the property. You must have working and regularly tested smoke and carbon monoxide (where there is gas in the property) alarms in the property that comply with government guidelines.
You will provide the same property as detailed in your quotation. If there is a need to change the client to an alternative unit prior to the commencement of their booking it may only be done at the consent of the client who must be consulted via us before any changes may be made.
Serviced Apartments offered must meet a minimum amenity standard and must come equipped with beds, bedding, linen and towels, toiletries, kitchen equipment and crockery sufficient for the client to
be able to prepare and eat a meal. Any furniture provided must meet British Fire Safety Regulations
The property must have a working wifi connection included in the price
You will be bound to provide accommodation to our client and may not cancel the booking unless the client is in breach of their contract, and not before working with us to resolve any issues that may arise.
Failure to provide accommodation to the standards laid out above will result in you becoming liable for a full refund of our client’s booking.
Booking Cancellation
For bookings less than 90 days in duration, the client may cancel the booking free of charge giving no less than 14 days notice from the date the booking was due to begin, or within 24 hours of making the reservation if the date the reservation is made is 7 days or fewer from the start of your booking. If the
notice is given less than 14 days in advance the client will remain liable for paying any days of the booking that fall within the 14 day period from the date notice is given. If funds have already been paid for a stay any refunds will be passed to us for processing.
For bookings of 90 or more days, the client may cancel the booking free of charge giving no less than 25 days notice from the date the booking was due to begin, or within 24 hours of making the reservation if the date the reservation is made is 7 days or fewer from the start of your booking. If the notice is given less than 25 days from the start of the booking the client will remain liable for paying any days of the booking that fall within the 25 day period from the date notice is given. If funds have already been paid for a stay any refunds will be passed to us for processing.
Sole Agent
Any bookings we provide to 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 the client directly for future bookings at the expense of our involvement will result in you becoming liable for our commission on any future bookings you agree with the client, as well as being excluded from any future referrals from us.
Rates should only ever be discussed with us and never the client or occupier.
In the event that you are approached by the client or occupier to discuss additional services during their stay they should always be referred to speak to us.
Commissions
We do not charge commissions on the bookings provided to you, we charge our fees to our client.
Refunds
In the event that the client wishes to cancel their bookings and refunds are due to be paid, the refund shall be paid to us to be processed back to the client. Refunds shall be processed no later than 3 working days after an amount is agreed upon.
Damages
Trade Stays not accept any liability for damages caused at the property by the client. 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.
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 we shall seek to recover this cost from the client on your behalf.
No commissions will be due on any recovered amounts.
We require all clients to sign our Booking Terms and Conditions in which they accept financial liability for damages caused through their negligence
House Rules
By staying at your Property, our client has agreed to adhere to the following house rules:
- No parties are allowed on the premises
- No smoking in any inside areas.
- No drug use. We operate a zero tolerance policy and will contact the police if we receive a report of drug use in or around the property.
- Neighbours must be respected at all times. This means be considerate about the noise youmake it the property
- No refuse must be allowed to accumulate at the property. In the event that refuse is allowed accumulate, the property owner will remove it and charge for any reasonable costs incurred in its removal.
- The property must be kept clean and tidy.
Failure to comply with the house rules could result in the termination of your booking without refund and the loss of security deposits.
Bank/Card Charges
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.
How to Contact Us
Trade Stays is a trading brand of CDP Property Solutions, registered at The Retreat, 406 Roding Lane South, Woodford Green, IB8 8EY. You can write to us at this address for any matters related to your referrals.
For any issues or enquiries related to referrals you can call us on 02037 438989 or email enquiries@tradestays.co.uk to speak to our enquiries team. Their hours of operation are 9AM – 6PM.
Disclaimer
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 lettings enquiry or tenancy arranged by us, including any tenancy failing to proceed following payment of a booking deposit, provided such failure does not occur through any actor omission on behalf of Trade Stays, its officers and employees.
By accepting a booking from Trade Stays you agreed to the above terms to govern the booking.