This Terms and Conditions Agreement (the "Agreement") is entered into by and between EazyCity Ltd, a company duly organized and existing under the laws of Ireland, with its principal office located at 112 Oliver Plunkett Street, Co. Cork, Cork, T12 D7TX, Ireland (hereinafter referred to as the "Company"), and the undersigned Agent, whose details are provided below (hereinafter referred to as the "Agent").
1. Obligations of EazyCity Ltd
1.1 EazyCity Ltd shall act dutifully, honestly, legally, and in good faith in its dealings with the Agent.
1.2 All bookings shall be confirmed by email, and EazyCity guarantees the provision of accommodation and additional services as outlined in the booking confirmation email.
1.3 EazyCity shall assist students during their stay and promptly address and resolve any issues.
1.4 EazyCity shall provide the Agent with marketing materials to aid in attracting clients.
1.5 EazyCity shall respond to all enquiries or reservations from the Agent within 48 working hours via email or telephone.
1.6 EazyCity reserves the right to revise accommodation rates with 28 days’ written notice to the Agent. Efforts will be made to minimize price changes outside of annual reviews.
1.7 EazyCity reserves the right to provide special offers and rates to individual or website clients at its discretion.
1.8 EazyCity retains the final decision on all matters pertaining to its programs and services.
2. Obligations of the Agent
2.1 The Agent shall perform its duties diligently, honestly, and in good faith, in compliance with applicable laws.
2.2 The Agent shall provide clients with clear and accurate information regarding EazyCity programs, including accommodation services.
2.3 Should a client complaint arise due to incorrect information provided by the Agent, the Agent shall be solely responsible for addressing the issue.
2.4 The Agent agrees to charge clients the agreed-upon price unless a different price is pre-authorized by EazyCity.
2.5 The Agent shall provide complete booking details, including client information, room type, arrival and departure dates, and any special requirements, via email.
2.6 For group bookings, the Agent shall provide all required information in accordance with the provisions outlined herein.
2.7 The Agent shall ensure accurate and timely submission of arrival and contact details for all clients.
2.8 The Agent shall provide clients with the relevant EazyCity emergency phone number for their city of arrival.
3. Confidentiality
3.1 Both parties agree to maintain the confidentiality of all information obtained in the course of their business relationship, including the terms of this Agreement.
4. Non-Solicitation
4.1 The Agent agrees not to enter into separate referral agreements with EazyCity’s host families, internship host companies, area representatives, schools, employees, or other third-party service providers.
5. Indemnification
5.1 The Agent agrees to indemnify, defend, and hold harmless EazyCity from any claims, liabilities, or damages arising from the Agent’s actions or omissions in connection with this Agreement.
6. Cancellations and/or Change of Dates
6.1 Payments
6.1.1 Invoices for accommodation shall be issued at least 4 weeks prior to the check-in date, with full payment due no later than 4 weeks before arrival.
6.1.2 Additional payments may be required during peak booking periods to maintain account balances.
6.1.3 Payments by cheque are not accepted. The Agent shall bear all transfer or credit card fees.
6.1.4 Payments shall be wired to the bank account specified on the invoice.
6.2 Cancellations
6.2.1 Cancellations must be made at least 4 weeks prior to arrival to avoid charges.
6.2.2 Cancellations made within 4 weeks of arrival shall incur a fee equivalent to the booking fee and 4 weeks’ rent per person.
6.2.3 For cancellations made more than 4 weeks before arrival, the booking fee shall be forfeited, and a credit note shall be issued for the rent paid.
6.3 Refunds
6.3.1 No refunds shall be provided for cancellations outside the specified cancellation period.
6.3.2 No refunds shall be issued for events, activities, excursions, or trips.
6.3.3 Clients leaving early or failing to attend shall not be eligible for refunds.
7. Deposit and Check-Out Fee
7.1 Clients shall pay a security deposit no later than 4 weeks prior to arrival. Refunds, less a €75 check-out fee, shall be processed within 21 days of check-out, provided the accommodation is in satisfactory condition.
7.2 Deposits shall be paid by credit card or bank transfer. Refunds shall be processed weekly by the EazyCity Accounts Department.
8. Energy Supplement Fee (Cork Only)
8.1 An energy supplement fee of €50 shall apply every 4 weeks. Effective September 1, 2024, this fee is included in new accommodation rates for Cork (€225 for single rooms and €155 for twin rooms).
9. Age Limit
9.1 Self-catering accommodation is available for clients aged 18 years and above.
9.2 Host family accommodation is available for clients aged 16 years and above.
9.3 Limited availability exists for underage clients. The Agent must confirm availability in advance.
10. Data Protection
10.1 EazyCity complies with GDPR and ensures the secure handling of personal data. Both parties shall adhere to these data protection standards.