HOLIDAY LET MANAGEMENT & BOOKING AGREEMENT

ACOC Getaways Ltd
Company Number: 16745432
Bearcroft, Weobley, HR4 8TD
Claire Parsons – Director
07902 592564
claire.parsons@acocgetaways.com

1. OWNER DETAILS

3. YOUR ACOC GETAWAYS SERVICE

Advertising Only – Commission: FREE

The Property will be advertised through ACOC Getaways, with enquiries directed to the Owner.

The Owner remains responsible for managing their own enquiries, availability, pricing, bookings, guest communication and payments.

 

Booking Management – Commission: 5%

ACOC Getaways will advertise the Property and provide booking administration through the ACOC Getaways booking system.

This may include advertising and promotion, processing bookings, payment processing, calendar and availability administration and booking confirmations.

The Owner remains responsible for the day-to-day management of the Property and services not included within this package.

 

Managed Service – Commission: 10%

ACOC Getaways provides an increased level of management and support including property advertising and promotion, booking administration, guest enquiries and communication, payment processing, calendar and availability management, pricing support and support before and during guest stays.

The Owner remains responsible for property maintenance and services specifically excluded from this package.

 

Full Management – Commission: 15%

ACOC Getaways will provide a comprehensive holiday-let management service designed to remove the day-to-day workload from the Owner.

This may include professional advertising and listing management, marketing through appropriate booking platforms, strategic pricing, guest enquiries, booking management, guest communication, payment processing, calendar administration, cleaning/changeover coordination, property inspections, guest support and performance monitoring.

 

4. PRICING

Where ACOC Getaways manages pricing, the Owner authorises ACOC Getaways to adjust prices according to factors including seasonal demand, availability, length of stay, local events and booking trends.

6. OWNER RESPONSIBILITIES

The Owner agrees to:

• Maintain the Property in a safe, clean and suitable condition for paying guests.

• Maintain appropriate insurance permitting the Property to be used for holiday letting.

• Provide required gas, electrical and other applicable safety documentation.

• Ensure appropriate smoke alarms, carbon monoxide alarms and other required safety equipment are provided and maintained.

• Ensure the Property complies with applicable holiday park rules and letting requirements.

• Provide accurate information about the Property and its facilities.

• Inform ACOC Getaways promptly of defects, hazards, repairs or changes that could affect guests.

• Keep availability information accurate.

• Honour bookings confirmed through ACOC Getaways.

 

6. OWNER RESPONSIBILITIES

 

The Owner agrees to:

• Maintain the Property in a safe, clean and suitable condition for paying guests.

• Maintain appropriate insurance permitting the Property to be used for holiday letting.

• Provide required gas, electrical and other applicable safety documentation.

• Ensure appropriate smoke alarms, carbon monoxide alarms and other required safety equipment are provided and maintained.

• Ensure the Property complies with applicable holiday park rules and letting requirements.

• Provide accurate information about the Property and its facilities.

• Inform ACOC Getaways promptly of defects, hazards, repairs or changes that could affect guests.

• Keep availability information accurate and promptly notify ACOC Getaways of any bookings made privately, by the Owner or through another booking platform.

• Honour bookings confirmed through ACOC Getaways.

Property Handover Following Owner, Private or Third-Party Use
Where the Property has been occupied by the Owner, the Owner's family or friends, private guests, or guests booked through another booking platform or letting provider, the Owner is responsible for ensuring that the Property is returned to ACOC Getaways in a fully guest-ready condition before the next ACOC Getaways booking.

Guest-ready condition includes, where applicable:

• The Property being fully cleaned and presented to the normal letting standard.

• Beds and linen being prepared as required.

• Rubbish and personal belongings being removed.

• Kitchen equipment, crockery and other provided items being clean and returned to their appropriate places.

• Required guest supplies being replenished.

• Keys, key-safe codes and access arrangements being correct and available.

• Any damage, breakages, maintenance problems or missing items being reported to ACOC Getaways before the next guest's arrival.

Where the Property is not provided guest-ready and additional cleaning, maintenance, replacement items or other work is reasonably required before an ACOC Getaways guest can check in, the Owner may be responsible for the resulting reasonable costs.

7. ACOC GETAWAYS RESPONSIBILITIES

ACOC Getaways will provide the services applicable to the package selected by the Owner.

Depending upon the selected package, these may include advertising, booking administration, guest communication, payment processing, pricing support, availability management and coordination of property services.

ACOC Getaways will use reasonable care when providing the agreed services.

Property Handover Following ACOC Getaways Guests
Where cleaning/changeover management forms part of the Owner's selected service or has otherwise been arranged through ACOC Getaways, ACOC Getaways will arrange for the Property to be returned to the Owner in a guest-ready condition following an ACOC Getaways-managed booking.

This means that, subject to reasonable access and the agreed cleaning/changeover arrangements, the Property will be prepared to the normal letting standard ready for the next guest or for the Owner's use.

Where damage, excessive cleaning, maintenance problems, missing items or other issues are identified following a guest stay, ACOC Getaways will take reasonable steps to notify the Owner and, where applicable, pursue the matter through the guest damage/security-deposit process.

Normal wear and tear and matters requiring maintenance, repair or replacement at the Owner's expense are not included within ACOC Getaways' obligation to return the Property guest-ready.

Where the Owner intends to use the Property immediately following an ACOC Getaways booking, the Owner should ensure that ACOC Getaways has been informed so that the appropriate changeover arrangements can be made.

8. PAYMENTS & COMMISSION

Where ACOC Getaways collects payment from a guest, the booking funds will be held by ACOC Getaways until the guest has checked into the Property.

Once the guest has checked in and confirmed that there are no issues with the Property or their booking, ACOC Getaways will release the Owner's payment.

The following amounts will be deducted from the booking payment:

• The ACOC Getaways commission applicable to the Owner's selected service package; and
• The agreed cleaning fee, where cleaning is arranged or provided through ACOC Getaways.

The remaining balance will then be paid to the Owner.

No other deductions will be made from the Owner's booking payment unless separately agreed with the Owner.

Where a guest reports a significant issue following check-in, ACOC Getaways may temporarily hold the Owner's payment while the matter is investigated.

The Owner will be informed if a payment is being held due to a reported guest issue.

Once the matter has been resolved, any funds due to the Owner will be released.

Commission is charged at the rate applicable to the Owner's selected

9. GUEST CANCELLATIONS

Guest cancellations will be dealt with in accordance with the cancellation terms applicable to the booking.

Where a booking originates through a third-party platform, that platform's cancellation and refund rules may apply.

10. OWNER CANCELLATIONS

The Owner should not cancel a confirmed booking except where genuinely unavoidable.

If the Owner cannot honour a booking, ACOC Getaways must be informed immediately.

Where an Owner cancellation results in refunds, alternative accommodation, compensation or other reasonable costs and the cancellation results from circumstances within the Owner's control, the Owner may be responsible for those costs.

Repeated Owner cancellations may result in termination of this Agreement.

11. CLEANING, MAINTENANCE & REPAIRS

Unless specifically included or otherwise agreed, the Owner remains financially responsible for cleaning, maintenance and repairs relating to the Property.

Where ACOC Getaways coordinates cleaning, laundry, maintenance or other services, applicable cleaning or service charges will be payable by the Owner as agreed.

Annual Deep Clean
To maintain the high standards expected by ACOC Getaways and our guests, all Properties are required to receive a full deep clean at least once every 12 months.

The timing of the annual deep clean will be arranged with the Owner wherever reasonably possible.

The cost of the deep clean remains the responsibility of the Owner unless otherwise agreed.

Additional or Deeper Cleaning
If, during a routine clean, changeover or property inspection, an ACOC Getaways cleaner identifies that the Property requires cleaning beyond the normal changeover standard, an additional or deeper clean may be requested.

This may include circumstances where there is a build-up of dirt, grease, dust, limescale, mould or other areas that cannot reasonably be dealt with during a standard changeover clean.

Where reasonably possible, ACOC Getaways will inform the Owner before arranging additional chargeable cleaning.

The purpose of additional or deep cleaning is to ensure that the Property continues to meet the standard expected for ACOC Getaways guest accommodation.

Maintenance & Repairs
The Owner remains responsible for keeping the Property, its fixtures, fittings, appliances and equipment in good working order.

Where ACOC Getaways becomes aware of a maintenance issue, the Owner will normally be contacted.

Where an urgent problem arises that affects guest safety, risks further damage or materially affects a guest's stay, ACOC Getaways may take reasonable steps to deal with the situation.

12. DAMAGE & BREAKAGES
To help protect the Property against guest-caused damage, breakages or missing items, ACOC Getaways operates a damage and breakages authorisation of up to £100 per booking, unless the Owner has requested and ACOC Getaways has agreed a different amount.

Standard damage authorisation: £100

Owner-requested alternative amount (if applicable):

The £100 is not routinely taken from the guest and is not treated as part of the cost of their stay.

Where supported by the payment method used, the guest's payment details are securely retained or authorised through the relevant payment-processing system for the purpose of dealing with qualifying damage or breakages.

A charge will only be made where there is a reasonable basis to do so following the guest's stay, for example:

• Damage caused during the stay
• Broken items
• Missing items
• Damage requiring repair or replacement
• Other reasonable costs resulting directly from guest-caused damage

Normal wear and tear will not be charged to the guest.

Where damage or breakages are identified, ACOC Getaways may contact the guest and, where appropriate, seek to recover the reasonable cost of repair or replacement up to the authorised amount.

Where the cost of damage exceeds the authorised amount, ACOC Getaways may assist in seeking recovery of the additional amount from the guest but cannot guarantee that any additional amount will be recovered.

The Owner remains responsible for maintaining suitable insurance for the Property.

Any damage, breakage or missing item should be reported to ACOC Getaways as soon as reasonably possible after it is discovered.

13. GUEST COMPLAINTS

Where guest communication forms part of the selected package, ACOC Getaways may investigate and respond to guest complaints.

All significant refunds or compensation will be discussed with the Owner.

ACOC Getaways may take reasonable immediate action where necessary to protect a guest, resolve an urgent issue or comply with applicable booking-platform requirements.

14. INSURANCE & LIABILITY

The Owner is responsible for maintaining suitable insurance covering the Property and its use as holiday accommodation.

ACOC Getaways does not insure the Owner's Property, contents or fixtures.

ACOC Getaways is not responsible for normal wear and tear, structural defects, deterioration, holiday park issues or matters properly falling to the Owner, park operator, insurer or another third party.

Nothing in this Agreement excludes or limits liability where it would be unlawful to do so.

15. PROPERTY INFORMATION & MARKETING

The Owner confirms that information supplied about the Property is accurate.

The Owner authorises ACOC Getaways to use photographs, descriptions and other relevant material to advertise and promote the Property.

The Owner agrees to notify ACOC Getaways if information about the Property materially changes.

16. DATA PROTECTION

Both parties agree to handle personal information appropriately and in accordance with applicable data-protection requirements.

Guest information supplied to the Owner must only be used where reasonably necessary in connection with the guest's accommodation and must not be used for unrelated marketing without an appropriate lawful basis.

17. TERM & TERMINATION

Either party may terminate the Agreement by giving a minimum of 7 days' written notice.

Termination does not automatically cancel bookings already confirmed.

Unless otherwise agreed with ACOC Getaways, the Owner agrees to honour all confirmed bookings made before termination.

ACOC Getaways remains entitled to commission and applicable charges relating to bookings secured before termination.

Where an Owner requests cancellation of existing bookings following termination, the Owner may be responsible for resulting refunds and reasonable associated costs.

Outstanding payments, refunds, damage claims, complaints and other obligations relating to bookings made under this Agreement will continue to be dealt with after termination where necessary.

18. CHANGES TO SERVICE

The Owner may request a change to their ACOC Getaways service package.

Any change to the applicable package or commission rate must be agreed with ACOC Getaways before taking effect.

19. GOVERNING LAW

This Agreement is governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction in relation to disputes arising from this Agreement, subject to applicable legal requirements.

20. OWNER DECLARATION

Signatures

Owner

Second Owner – if applicable

For ACOC Getaways Ltd

Claire Parsons – Director

Signature: 

Date:

 

The parties agree that this Agreement may be signed electronically and that an electronic signature is intended to demonstrate the signatory's agreement to its terms.