Terms and Conditions
All bookings are made with White Rose Management Company Ltd. (WRMC) acting as agents on behalf of the owners of the properties featured in the company website or elsewhere. The payment of any deposit for the rental rate shall be taken as confirmation of acceptance of the following conditions.
1. BOOKING PROCESS
1.1 Provisional Confirmation of Availability and Rates
Upon receipt of a request confirmation of availability, the applicable Villa rates and the amount of deposit required will be advised. Bookings are on a 'first-come, first-served' basis and are for a minimum of three (3) nights, with the exception of certain periods and unless otherwise specified in the confirmation of availability. WRMC reserves the right to decline a booking without giving any reason.
1.2 Exclusions & Additional Charges
Rates do not include baggage handling, gratuities, telephone, fax and telegram charges, car rental, food, soft drinks and/or liquor, personal items and expenses due to any other third parties, and any excessive cleaning required upon departure (such as upholstery or rug shampooing, etc) or replacement of breakages. Fair wear and tear is accepted.
1.3 Initial Deposit
An initial deposit of 50% of the Villa rental must be paid to confirm a booking, unless otherwise specified in the confirmation of availability. Before the booking is confirmed and a contract comes into effect, WRMC reserves the right to increase or decrease the agreed price. No contract will exist between with WRMC and a third party until receipt of funds. If funds are not received within 5 banking days the reservation shall be deemed to have been cancelled and WRMC reserves the right to allocate the Villa to another client. Should the booking be cancelled, cancellation charges will become payable in accordance with Paragraph 3 below.
Transfer of the outstanding balance must be paid at least 30 days before the date of arrival, unless otherwise specified in the confirmation correspondence. If WRMC does not receive the balance by the due date, WRMC reserves the right to cancel the booking and cancellation charges will apply. If the booking is made within 30 days of arrival, the whole Villa rental is to be paid at the time of booking. This is applicable for all seasons. We are unable to process Credit Cards so money needs to be transferred to the bank account which will b e advised at the time of booking.
3. CANCELLATION AND AMENDMENTS TO RESERVATION
If it becomes necessary to cancel all or any part of the booking, WRMC must be notified in writing (email acceptable). The cancellation will take effect from the day the written confirmation is received. The following cancellation charges will be applicable depending on when the notification of the cancellation is received in writing and the period of stay in the Villa:
Standard and Peak Seasons:- 30 days or more before arrival date:
All Payments are forfeited but credited for 9 months from the date of the cancellation confirmation by WRMC reservations department. The credit can be used by the client or anyone on their behalf for any reservation, during any period and solely for the villa initially reserved subject to availability of the villa within 30 days of arrival date:- All rental payments are forfeited. A full or partial refund is solely applicable shall WRMC secure a reservation fully or partially covering the initial cancelled reservation.
Christmas and New year Period:-
For any cancellation after the deposit and/or balance payment, all payments are forfeited and a full or partial refund is solely applicable if WRMC secures a reservation partially or fully covering the initial and cancelled reservation. The above cancellation charges also apply if WRMC cancels the booking due to non-payment of the balance. If the dates of the booking require to be amended, this may be treated as a cancellation of the original booking and cancellation charges may apply. Any change to the original reservation is subject to the approval of WRMC. Early departure penalty will be subject to negotiation with our Manager on Koh Samui.
4. ARRIVAL & DEPARTURE TIMES
Guests should assume that the Check In Time is 3:00pm and Check Out time is 10:30am (early arrival and late departure is sometimes possible depending upon the availability of the villa). The Client is responsible for informing the correct arrival details (flight number) as airport transfer is part of the WRMC service.
5. ALTERATIONS AND CANCELLATIONS BY WRMC
Though it is unlikely that WRMC will have to make any changes to confirmed arrangements, it does occasionally happen, and we will advise you at the earliest possible date. If, for any reason beyond our control, we are unable to provide you with the Villa booked, WRMC shall reserve the right to cancel the reservation. Examples include, but are not limited to situations such as if the property is damaged or rendered unusable, WRMC will endeavour to locate an alternative property for the period required but no guarantee is given that this can be done. However, if this is not possible, or you should not wish to be transferred, WRMC will cancel the booking and refund in full, less any bank transfer charges, the amount paid to WRMC for the Villa. WRMC will not be liable for any further obligations or claims by the client.
6. REGISTERED GUESTS
Only those persons stipulated on the booking form may reside at the property as guests. Please notify us as soon as possible of any changes. The number of people staying at the property must not exceed the maximum capacity indicated in the property description or elsewhere, except in the case of infants (under two years old), or unless specifically authorized in writing by WRMC. Should it be found that the number of people staying at the property exceeds that on the booking form or the maximum capacity of the villa WRMC may, at their absolute discretion, ask the extra person or persons to vacate the property forthwith. No camping is permitted in the property grounds. WRMC regrets that no pets are allowed on the entire property.
7. SECURITY DEPOSIT
Under certain circumstances a security deposit may be payable to WRMC with the payment of the balance. This is to cover the cost of any damage or breakages during the rental period of the Villa or its contents. It may also be used to cover the cost of the use of telephones and other services. If a deposit is taken, this amount will be returned to you at the time of departure, less any such costs.
It is a condition of the booking that the entire party is covered by comprehensive travel insurance (including cancellation, flight delays, loss and damage to baggage and other property) and health insurance (including evacuation and repatriation coverage). WRMC or the owners of the rented properties are held harmless by you and your party against all claims including any accidents related to the use of the Villa facilities or locally procured third party services such as, but not limited to, watercraft, water sports, jeep or motorbike rental. WRMC shall not be responsible for any delay, additional expense or inconvenience caused directly or indirectly by events outside of WRMC's control such as civil disturbances, fires, floods, severe weather, Acts of God, acts of Government etc. By acceptance of this contract it is assumed by WRMC that this requirement has and will be complied with in full.
Villa is to the same overall standard, quality and finish but there are minor differences in style and decor. The property description as provided by WRMC, on the website or elsewhere, is made in good faith. WRMC accepts no responsibility for any modifications made which are not mentioned on the website or anywhere else. WRMC can not be held liable for the breakdown of the supply of water, or electricity, nor of swimming pool filtration systems, though we will endeavour to arrange for any such problems to be solved quickly. If there are any problems during the rental period, which could not be solved by dealing directly with the villa staff, contact WRMC immediately and WRMC will use its best endeavours to rectify the situation. It is understood that infrastructure, local standards and conditions are often of a less developed nature in a remote resort location than in more urban environments. WRMC will do as much as can be reasonably expected to avoid, or rectify where applicable, any problems that may occur, but cannot be held responsible for any problems.
Any complaints must be notified to WRMC within 24 hours of the occurrence giving rise to the complaint, and must then be notified in writing to WRMC before departure. Should a problem that has been notified remain unsolved please make a complaint in writing to WRMC within 14 days of the completion of the rental period. If the Villa is vacated before the end of the rental period without mutual agreement this may result in the loss of all rights to compensation. No complaint will be considered if made after the departure date or if not acknowledged by the villa owner, WRMC or the villa Manageress.
10. CONDUCT & BEHAVIOUR
The person paying the deposit for the villa rental is responsible for the correct and appropriate behaviour of the guests staying at the Villa(s). Should any member of the party not behave in such a manner, either WRMC, the villa owner or a local representative may at their absolute discretion ask the offending guest or guests to vacate the Villa forthwith. In such a case, this will be treated as a cancellation of the original booking and no refund can be claimed from either WRMC or the villa owners.
11. STAFF AT THE VILLAS
The services of some staff may be included at the villas (e.g. maid, handyman). Additional services such as those of cooks and/or drivers can be sourced, although such services cannot be guaranteed depending on availability. Please give as much notice as possible, especially in peak holiday seasons and we shall try to assist. WRMC will assume no liability for such contracted staff. The rates for these services will be provided in advance and shall be paid as incurred direct to the Manager at the Villas.
12. LINEN & TOWELS
Linen and towels are provided at the Villa. These are normally changed every three (3) days. If you require more frequent changes there may be extra charges. Limited laundry facilities exist on site and charges are made per item. Outside services are also available for a small service charge and must be paid at the time incurred or latest at the time of departure.
Personal safes are provided in all villas and it is the responsibility of the client to use them at their own discretion. Any valuables left at the property are the guest’s sole responsibility and at ones own risk. Neither WRMC nor the owners nor the staff are responsible for any loss or damage.
14. DUE CARE AND SUPERVISON
As part of this agreement Guests are required to take due care when residing at the villas and especially children playing in the gardens; near the entrance from the main road; near or in the pool, on the beach, especially in the sea. Guests are also reminded not to enter the Villa when wet as floors can be slippery. Injury or damage arising shall not be the responsibility of WRMC in any way whatsoever.
15. APPLICABLE LAW
These conditions and any contract to which they apply are governed in all respects by the Laws of Thailand and the Thai courts only shall have jurisdiction in relation to any claim or dispute arising out of, or connected with them.
I/We agree to the above conditions and do hereby agree to the application of the above Terms and Conditions to our reservation.