Terms & Conditions of Booking & Occupancy

By booking a Short-term stay Accommodation with KILEX Serviced Accommodation Limited, you are agreeing to the following Terms & Conditions:

1. The Booking

a. Your booking is with KILEX Serviced Accommodation Limited (referred to as KSA in these Terms & Conditions) which is a Limited Company registered in England and Wales, (13074677).

b. References to the person or organisation making the booking with KSA at KILEX House, 27 High Street, Bedlinog, Treharris, Merthyr Tydfil CF46 6RP.

c. These Terms & Conditions apply to bookings made direct via the KSA’s website (www.kilex-sa.co.uk), by email or telephone, WhatsApp or in person with KSA’s Director, Si Kiley. Bookings made via Booking.com, Airbnb or any other Online Travel Agents (OTAs) Platform will be subject to their own booking Terms & Conditions, but KSA’s Terms & Conditions of occupying at KSA’s properties in this document will remain.

d. Your booking is only confirmed, and a legal contract concluded once your payment has been successfully made in full prior to occupation. No booking is made, or contract concluded when payment is declined, unauthorised or unpaid.

e. You agree that the booking is for a Short-term stay for leisure, business or temporary purposes ONLY and that you permanently reside at another property. Staying at any of KSA’s properties does not give rise to an Assured Shorthold Tenancy (in England), Occupation Contract (in Wales) or any type of lease and is an excluded agreement within the meaning of s.3A(7)(a) of the Protection from Eviction Act 1977.

f. Bookings can be for any length of time from one night up to a maximum of 182 nights. Any bookings longer than 182 nights must be agreed with the Company Director. Bookings may be made at any time up to 24 hours prior to your short-term stay.

g. Bookings may only be made by a person aged 18 years old or above and there must be at least one person aged 18 years old or above staying at the property. All occupants staying overnight MUST be accounted for, irrespective of age. This is for Fire Regulations.

h. You must not re-sell or re-assign your booking to any other person or organisation except with the express authority of KSA.

2. Payment and Cancellations

a. All payments shall be made by Credit, Debit Card, or bank transfer. KSA will charge booking or credit or debit card fee of 1.2%.

b. Full payment is required upon booking unless expressly agreed otherwise by KSA.

c. The total price for your entire stay will be presented to you before you confirm your booking and make payment. Our pricing is dynamic and therefore the price for the same or similar accommodation may vary over time after your booking is made. This does not confer upon KSA any right to require additional payment where the price increases and does not confer any right on you to a discount if the price decreases.

d. Both KSA and you may cancel the booking at any time up to 28 days prior to the first day of your booking with KSA in which case a full refund will be made to you.

e. If you cancel the booking within 7 days of the first day of your booking, then KSA reserves the right to retain the full amount paid. Any refund will be at KSA ’s entire discretion, unless it is able to book out the accommodation to other guests, in which case it shall make a refund to you of your booking cost, less any difference in price where the replacement booking was off a lesser value.

f. KSA reserves the right to cancel bookings within 7 days of the first day of the reservation where it is necessary due to reasons outside of KSA’s reasonable control, i.e. fire, flood, explosion, storm or other weather condition/damage. In the event of an overbooking due to delays or errors within the booking system and a cancellation is made by the Property Manager, the booker will receive a full refund.

If you cannot travel on the day due to adverse weather conditions, unfortunately refunds will not be provided.

We recommend you taking out appropriate adequate travel insurance.

3. Your stay

a. Check-in time is anytime from 3pm and check-out time is no later than 10am, unless expressly agreed by KSA at least 24 hours before check-out. KSA may request an additional payment of £35.00 for early check-in or late check-out. Information on the check-in and check-out procedure and access to the accommodation will be provided separately by email at 9am on the morning of check-in and the day before check-out.

b. KSA provides Serviced Accommodation rather than a hotel or guest house service. KSA does not provide meals, newspapers or a concierge service. There will be leaflets and information on activities around the local area, i.e., takeaways, local shops, pubs & taxis etc.

c. Included in your accommodation will be a Welcome Pack to assist you for your 1st evening and 1st morning. This will include various coffees, tea, sugar, hot chocolate, Welsh shortbread, chocolate bars, cereals, fresh milk, bread, butter, jams and sweets for the children. There will also be fresh bedding/linen and towels, shower gel and shampoo and conditioner. A cleaning service is provided prior and after your stay. If you require an additional full clean and bedding exchange, an additional charge of £90 is required. Further information is available on request.

d. You, as the lead booker are responsible for the conduct and behaviour of all persons occupying the property and you shall ensure that they comply with these Terms & Conditions. Please read and follow the House Rules that are in the Guest Handbook.

You and your party MUST NOT:

(i). Smoke in the premises. All rooms in our Serviced Accommodation is strictly non-smoking – you and other guests may only smoke outside of the premises and please dispose of cigarette/cigar ends responsibly in the outside bin and NOT littered outside. There are smoke alarms throughout the property;

(ii). Bring any potentially dangerous or hazardous materials or equipment or illegal substances onto the premises;

(iii). Tamper with any equipment, i.e. fire/smoke alarms, boiler, WiFi router, Hive hub or emergency equipment;

(iv). Remove, damage or destroy any KSA’s property;

(v). Use any technology provided by KSA to download or access any unlawful or obscene material;

(vi). Cause unreasonable disturbance to the permanent residents, other guests or any of KSA’s staff;

(vii). Make excessive noise particularly between the hours of 11pm – 8am, especially from rowdy behaviour, TV’s, radios or another electronic devices;

(viii). Fail to return your room keys/fobs/cards at the end of your stay as, in the interests of security, we may have to replace the front door lock. A charge will be made for broken or non-returned keys.

4. Damage, theft and costs

a. KSA reserves the right to charge the credit/debit card used for payment or any other card used to provide security in respect of:

(i). The cost of replacing or repairing any property of KSA including furniture, upholstery, fittings, appliances or other fixtures and items which are damaged during your stay and evidence will be taken;

(ii).The cost of replacing any items of property which are stolen from the accommodation during your stay, i.e., PS4, towels, bathrobes, glasses, plates etc. An inventory will be taken after every check-out;

(iii).Any breach of our non-smoking policy. A standard charge of £100.00 will be charged to your card where we find evidence of smoking within the accommodation to cover cleaning costs, but we reserve the right to charge additional amounts to cover any damage caused by smoking;

(iv).Consumption, sale or misuse of any illegal substances or associated paraphernalia. A standard charge of £200.00 will be charged to your card where we find evidence of illegal substances within the accommodation to cover responsible removal and additional cleaning costs, but we reserve the right to charge additional amounts should there be reasonable requirement to do so.

b. Such costs may be charged on check-out but KSA reserves the right to apply such charges to your card at a later date where necessary;

c. Where KSA is unable for any reason to apply such a charge against your credit/debit card then an invoice will be sent to you, which you agree to pay within 14 days upon signature of receipt;

d. KSA will provide a receipt including a break-down of costs for all additional charges made to your credit or debit card when requested;

e. Loss of KSA property and other additional charges that could be incurred during your stay at the property are listed below:

Lost keys, cost of the locksmith and new lock – £100.00
Emergency Call out charge (outside working hours > 5 pm) – £100.00
Excessive cleaning – £35.00 per hour
Disruption / Noise complaints / Disruptive Social Gatherings – £100.00
Late check-out – (until 12 pm) £35.00
Early check-in – (before 3 pm) £35.00

5. Privacy, Data Protection and Credit/Debit Card Security

a. KSA processes information about you that you provide when making a reservation and/or upon check-in in accordance with our privacy policy. By providing this information you consent (on your behalf and on behalf of each member of your group) to such processing and you warrant that all information provided by you is accurate.

b. You should note that we are required by law to maintain a register of all guests’ names and nationality (to be taken prior to arrival) and to keep such details on file for at least 12 months from the date of arrival. In addition, for guests who are not of British, Irish or Commonwealth nationalities we are required to take details of your passport or other travel documentation and the address of your next destination.

c. For full details on how we collect, use and store personal data including the use of cookies please see our full privacy policy.

d. We use a secure third-party service to process card payments (stripe.com/gb). This servi ce is PCI-DSS compliant and allows us to make charges to your credit and debit card in accordance with these terms. We do not make or store any copy of your card details in our own systems or elsewhere. You can read the privacy policy of the third-party provider here: www.stripe.com/gb/privacy.

6. Complaints

a. KSA want to ensure that you have an enjoyable stay.

b. If you have any queries or problems during your stay, please contact us as soon as possible, so that we can answer or resolve the problem in an efficient and timely manner.

c. If KSA are unable to informally resolve any complaint you have at the time of your stay, then you may submit a formal complaint in accordance with this procedure. Formal complaints should be submitted in writing using the contact details below. Please provide as much information as possible in order that KSA thoroughly investigates your complaint.

d. Your complaint will be dealt with by the Company Director of the KSA’s management team. KSA aims to respond to formal complaints within working 2 days, but if this will not possible, KSA will notify you of this and of when it expects to respond. KSA will set out the outcome to your complaint in writing.

e. KSA reserves the right to reject without further investigation any vexatious complaint or complaint made in bad faith.

Email address: enquiries@kilex-sa.co.uk

7. Limitation of Liability

a.The liability of KSA to you under these Terms & Conditions shall be limited to the total value of your booking (unless the Hotel Proprietor’s Act 1956 applies, in which case our liability will be limited to the maximum prescribed under that Act), except where such loss is caused by our negligence, in which case it shall be limited to any direct and reasonably foreseeable loss suffered by you.

b. KSA shall not be liable in any circumstances to you for any consequential or indirect loss including loss of profit, data, management time, reputation or goodwill.

c. KSA shall not be liable for any damages or loss caused by conditions or events beyond it’s control including, but not limited to:

(i). Strike, lockout or other labour dispute affecting the employees of KSA

(ii). Acts of God;

(iii). Natural disasters;

(iv). Acts of war or terrorism;

(v) Act or omission of government, highway authorities or telecommunications

carrier, operator or administrator;

(vi). Delay in manufacture, production or supply by third parties of equipment or services required for the performance of the Services or production and supply of the Goods;

(vii). Adverse weather conditions.

d. Nothing in this clause or these terms shall limit KSA liability for death or personal injury or in respect of fraudulent misrepresentation.

8. Severability

a. If any provision or provisions of these Terms and Conditions shall be held to be invalid, illegal, unenforceable or in conflict with the law of any jurisdiction, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.

9. Waiver

a. The failure of any party at any time to require performance of any provision or to resort to any remedy provided under these Terms and Conditions shall in no way affect the right of that party to require performance or to resort to a remedy at any time thereafter, nor shall the waiver by any party of a breach be deemed to be a waiver of any subsequent breach. A waiver shall not be effective unless it is in writing and signed by the party against whom the waiver is being enforced.

10. Entire Agreement

a. These Terms & Conditions constitutes the entire agreement of the parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether oral or written.

11. Third party rights

a. Nothing in this Agreement is intended to, nor shall, confer any rights on a third party unless expressly provided otherwise.

12. Jurisdiction

a. This Agreement shall be construed in accordance with English and Welsh Law and the Courts of England and Wales shall have exclusive jurisdiction as far as any matter arising from this Agreement is required to be referred to a court of law.

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