booking conditions

Booking Conditions

  1. THE BOOKING FORM

    Reservations will be confirmed upon receipt of the fully completed online Booking Form, the deposit or full payment of the rental charge as shown in the payment schedule as undernoted. Until that time no contract or agreement will be considered to exist between us. If significant changes need to be made in the Booking Form after the reservation has been confirmed, an amended set of forms must be completed and returned.

  2. THE PARTY LEADER

    The Party Leader is the person in whose name the booking is made and to whom all correspondence and invoices are addressed and as such is responsible for the rental. Spouses' names are not considered interchangeable. The term clients shall refer to members of the party and in this context does not solely refer to the party leader.

  3. PRICE

    The price quoted on the rental Invoice is the contractual rental price. This will be referred to as the Invoice Price. This is the price payable by the party leader for the rental. The rental price will be confirmed at the time of booking and will be guaranteed once the deposit has been paid in accordance with the payment schedule as indicated below. All local taxes, if applicable, are not included in the Invoice Price and are to be paid locally.

  4. THE PAYMENT SCHEDULE FOR 2014

    The payment schedule for the rental is as follows:
    • If the initial reservation is received less than nine weeks (63 days or less) before the first day of the rental period, the completed Booking Form must be accompanied by 100% of the total Invoice Price within two days.
    • If the initial reservation is received more than nine weeks (64 days or more) before the first day of the rental period, the completed Booking Form must be accompanied by a deposit of 30% of the total Invoice Price within four days.
    • If the booking is being made for the following year and the initial reservation is received prior to December 15th and more than nine weeks (64 days or more) before the first day of the rental period, the completed Booking Form must be accompanied by a deposit of 10% of the total Invoice Price within four days. A further 20% of the total Invoice Price is due within fourteen days of the beginning of the year of the rental. Full payment is due within nine weeks (63 days) of the first day of the rental period. If payments are not received on time we reserve the right without prior notice to cancel the booking outright and apply cancellation charges. 

    4 BIS. THE PAYMENT SCHEDULE FOR 2015

    The payment schedule for the rental is as follows:
    • If the initial reservation is received less than nine weeks (63 days or less) before the first day of the rental period, the completed Booking Form must be accompanied by 100% of the total Invoice Price within two days.
    • If the initial reservation is received more than nine weeks (64 days or more) before the first day of the rental period, the completed Booking Form must be accompanied by a deposit of 30% of the total Invoice Price within four days.
    • If the booking is being made for the following year; If the initial reservation is received prior to 15th November and more than nine weeks (64 days or more) before the first day of the rental period, the completed Booking Form must be accompanied by a deposit of 10% of the total Invoice Price , to be paid within four days of placing the reservation. A further 20% of the total Invoice Price is due by the 15th December of the year before the booking. Full payment is due within nine weeks (63 days) of the first day of the rental period. If payments are not received on time we reserve the right without prior notice to cancel the booking outright and apply cancellation charges.

  5. METHODS OF PAYMENT

    Invoices are issued and payments are accepted in Sterling (£) only. Payments may be made by credit or debit card. We accept Access, Visa, Visa Delta, MasterCard and American Express credit cards. We do not accept cash, Diners' Club cards, cheques, bank drafts or wire transfers. The Final Bill, for extra services and utilities which will be presented by the owner/caretaker of the property at the end of the rental period, must be paid directly to him/her in Euros (€).

  6. LETTING PERIOD

    The letting period for all properties is for one week, running from Saturday to Saturday. Exceptions to this letting structure may be considered for bookings made for rentals out of season.

  7. GROUP SIZE AND COMPOSITION

    The number of people staying at the villa throughout the rental period must never exceed the number of sleeping places indicated in the property description and confirmed in the accommodation voucher. Exceptions to this condition are made only for children under the age of 2 years old; provided they are sleeping in a crib or cot and not occupying one of the Villas beds. However, prior notification of the number of such children is required at the time of booking. Certain Villas have individual restrictions on the number of children at the property and this includes children under 2. Should the composition of the party as detailed in the booking form change prior to the rental period, clients must notify Tuscany Now promptly in writing. Certain additional charges may be applied. At certain times of the year some of our properties are offered at a discounted rate for smaller parties. Should a booking be made on this basis it can be changed at any time to accommodate a larger group up to the maximum number of people allowed at that property. In these cases an additional charge will be applied according to the revised numbers. A reduction in the numbers of the party with a corresponding reduction in the rental price is not permitted once the booking has been confirmed.

  8. AMENDMENTS OR CANCELLATIONS BY YOU

    Amendments to bookings, such as a change of rental period and/or property are not permitted. Notices of cancellation received within nine weeks (63 days) or less of the first day of the rental period are subject to a penalty of 100% of the Invoice Price. Notices of cancellation received nine weeks (64 days) or more of the first day of the rental period are subject to a penalty of monies paid to date and are retained. All payments are non-refundable and non-transferable. Bookings may not be deferred to subsequent years.

  9. AMENDMENTS OR CANCELLATIONS BY US

    We undertake to notify clients in the unlikely event that we are forced to make changes to their booking. Should a property become unavailable for reasons beyond our control, we will do our utmost to find an alternative property in the same area and of a similar description, and reserve the right to transfer your booking to that property. Should no similar or suitable properties be available, we will refund the full amount paid to us for the rental and additional services but we will not be liable for cancellation charges pertaining to travel arrangements.

  10. CONCIERGE SERVICES

    The Extra Services available at each property are displayed on our website under the price and availability tab, simply go to this section and click on "Extra services available payable locally". Extra Services may be requested up to twenty one days before the first day of the rental period, we cannot guarantee Extra Services requested as these are provided by third parties. We do our utmost to ensure that the individual engaged to perform the service fulfils their duties in a professional manner but we are not liable for any inadequacies.
    The following extra services are typically offered:
    Maid service. The maid service included with the property rentals involves cleaning and tidying only. It should be noted that this service does not cover the making of the beds, cleaning of the kitchen, laundry or ironing. For further details you may contact our concierge services department or a member of the sales team. Extra maid service prices vary, depending on the location.
    Cook Service. Cooking services vary and are charged either on an hourly basis or on a per-person basis, please check on the website at the individual property for details .
    Shopping. If you send us a shopping list in advance, before the deadline for booking Extra Services, we can arrange this for you. In addition to the cost of the items themselves, there may be a charge for the shopping service, refer to our website for a price guideline. Whilst we do our utmost to ensure the accuracy of the list, this service is prone to errors - often in the most amusing ways - due to misinterpretations and substitution of local products for those requested. Prices indicated on the website serve as a guideline only and are subject to change. The actual cost should be confirmed with the owner/caretaker of the property. 

  11. CANCELLATION OF EXTRA SERVICES

    Extra Services may be cancelled without penalty until twenty one (21) days prior to the first day of the rental period, provided notice of cancellation is received in writing. Notice of cancellation  of Extra Services received within twenty one (21) days of the rental period maybe subject to penalty charges. Extra Services cancelled after arrival at the property will be charged at full rate. The amount will be invoiced together with a handling fee of £75.00.

  12. TRAVEL ARRANGEMENTS AND TOURS

    Clients are responsible for ensuring that they hold the proper documentation for their visit to Italy. Travel arrangements, airport transfers, car rentals and extension packages for Tuscany Now clients are provided by European Travel Ltd/Italian Journeys. By submitting your enquiry, you are simply indicating your interest in these services and asking us to convey your enquiry to the appropriate supplier. Any subsequent agreement/s made with European Travel Ltd/Italian Journeys is subject to their company's policies and independent of your agreement/s with Tuscany Now.

  13. ACCOMMODATION VOUCHERS

    The Accommodation Voucher package, which includes confirmation of extra services requested, driving directions, contact names and telephone numbers, will be provided once the fully completed booking form and the total Invoice price have been received and no later than three weeks before the first day of the rental period. The Voucher will not be issued if essential information, including group composition, is missing in the booking form. Errors or omissions in the accommodation voucher must be noted and notified to us immediately. The accommodation voucher must be presented and left with the individual greeting you at the property or access may be denied. The Voucher package also contains the Final Bill which is to be completed and left with the property owner/caretaker at the conclusion of the rental period.

  14. ARRIVALS

    Clients are expected to arrive at the property between 4:00 pm and 7:00pm on the first day of the rental period. If a different arrival time is anticipated, notification must be received in writing at Tuscany Now's offices well in advance or the owner/caretaker may not be available to permit entry. If an unforeseen delay should occur, every effort should be made to contact the owner/caretaker at the telephone number provided in the Accommodation Voucher. Arrivals after 7:00pm may be subjected to a surcharge. Access cannot be guaranteed after 10:00pm. Upon arrival, the party leader should inspect the property with the owner/caretaker and ensure that they fully understand the use of any appliances, equipment and utilities. Additionally, the electricity meter will be checked and the reading recorded.

  15. DEPARTURES

    The property should be vacated by 10:00am on the final day of the rental period. The owner/caretaker will arrive at the villa at 9:00am for an inspection of the property and for presentation and payment of the Final Bill. It must be understood that to enable the property to be cleaned and made ready for the next group that cleaners may need to commence their work at 8 am. Should departure prior to that be necessary, please notify the owner/caretaker at the beginning of the rental period in order to arrange an alternative time for the property inspection. If you choose not to be present at the inspection, you will not be entitled to query the Final Bill, and you will be invoiced for the amount indicated plus the £75.00 administration fee.

  16. PROPERTY DESCRIPTIONS

    WWe have visited and inspected each property. The descriptions contained in our brochure were accurate at the time of publication and made in good faith. Please check the description on our web site as this should be considered the correct and most up to date description. We decline all responsibility for any modifications made by the owners without our knowledge, or for construction or alteration of the landscape in the vicinity of the property. Clients will be notified in writing of any changes that are made to a property or anticipated/current construction projects in the area if we are made aware of them, and the description will be altered accordingly. Panoramic views and privacy entail a certain amount of elevation and distance from main thoroughfares so please be prepared for a hill or two along the way. Access roads to rural properties may be rough, twisting and/or bumpy - drivers of low-slung cars should check with Tuscany Now to ensure that access is reasonable. Stated driving times are approximate. It should be noted that the information contained in any printed material is to be considered only as an indication.  The information contained in such documents was accurate at the time of publication and made in good faith. Party Leaders and clients should check on our website as changes that may occur during the year are updated there regularly.

  17. CLEANING AND MAINTENANCE

    The Villa will be cleaned prior to your arrival; the pool will also be cleaned and serviced. Some properties will have additional cleaning and a pool maintenance schedule for the week. Certain properties have gardens that require the presence of a gardener. All this is for your greater enjoyment of the property. Whilst every effort is made to respect your privacy for your exclusive stay, access for these services must be allowed. In respect of unforeseen events that require the presence of a specialized repair engineer access must similarly be granted.

  18. CHILDREN'S SAFETY AND EQUIPMENT

    A number of properties are identified as being ideal for families with small children. Our recommendations are based on our inspection of the properties, the positive experiences of past clients and the owner's willingness to accept children at the property. Specific concerns should be discussed with a Tuscany Now sales agent. Clients with infants and small children should check with a Tuscany Now sales agent if a crib, cot or high chair is available. These may not conform to safety standards and are used at the client's own risk. For sanitary reasons bedding for cots and cribs is not supplied.

  19. HOUSEHOLD AMENITIES

    Rental properties with no licence are private homes therefore the owners are not permitted to supply bed linens, bathroom and swimming pool towels. These shall be arranged on your behalf directly by Tuscany Now Ltd and are payable locally upon arrival in Euros (cash). Rental properties with a licence are permitted to arrange and supply on your behalf bed linens, bathroom and swimming pool towels sufficient for the number of guests indicated in the Booking Form, note that these shall be provided weekly. For further details please refer to the Price and Availability page of your chosen villa rental option. Utilities - Charges for heating are applied according to consumption and must be paid locally at the end of the rental period. It should be noted that in some municipalities the use of central heating is prohibited between May and September. The caretaker will advise if a problem regarding its use, during this period exists. 330 kilowatts of electricity are included in the rental charge (Unless stated differently in the specific price section of the villa). Excess consumption is charged at €0.40 per kilowatt. From 2015 the extra consumption is charged €0.80 per kilowatt. Water and tap hot water are included in the rental charge. We recommend drinking bottled water only. Should problems arise with the delivery of water, gas, electricity or telephone services, the owner/caretaker of the property will do their utmost to remedy the situation but we cannot accept responsibility for non-delivery due to circumstances beyond our control. Hot tubs - A charge is generally applied for the heating of hot tubs, where available. Refer to the specific property description on our web.

  20. SWIMMING POOLS

    Swimming pools are generally open between May 15th and September 30th, although this may vary according to the weather and the property owner's inclinations. Clients should check with a Tuscany Now sales agent. Use of the swimming pool is strictly at the clients' own risk and children should be supervised at all times. In the event that you require use of the swimming pool outside the period of mid May until the end of September (when all our pools are open) we can pass on your request to the owner. The final decision shall be left to the owner at their discretion; an extra charge may apply. Swimming pools are cleaned and serviced regularly; each property has its own schedule. Whilst every effort is made to keep the pool clean Tuscany Now does not accept any liability for leaves, insects etc that may fall into the water between the scheduled cleaning. In respect of the properties with heated pools extra charges may apply should heating be by a non solar panel source. Pools heated by solar panels only may not reach an ambient temperature. The panels do require sufficient sunlight for them to work efficiently.

  21. ANIMALS

    The majority of our properties lie within farming or rural areas and livestock or wildlife is frequently present. Neighbouring properties may have dogs that bark and sound travels in the countryside. We make every effort to ensure your quiet enjoyment of your selected Villa we take no responsibility for such disturbances away from the property. Clients' pets are not accepted at any property unless noted in the description. Where accepted, pets are restricted to a single non-aggressive dog and the property owner's permission must be obtained in writing before the booking can be confirmed.

  22. WEATHER

    During unusually dry periods water shortages may occur in rural locations with the result that lawns may become scorched and wells may malfunction slightly. Likewise, sudden rains can seriously affect roads, drives and stated driving times. Many of our properties use septic tanks and changing weather conditions can occasionally produce odd smells.

  23. USAGE

    The property will be in a clean and well-maintained state when you arrive, and it is expected that you and your party will keep them so throughout the rental period. If the property has not been left in an acceptable state, the caretaker at his/her discretion may charge an additional amount to the Final Bill for the extra cleaning and tidying required. If this cost is not paid in the final bill locally and a charge has to be raised by Tuscany Now Ltd to cover such costs then we reserve the right to charge £75 to cover administration expenses. The Party Leader is responsible for the reasonable behaviour of their party. Should the party behave in a manner that is not acceptable, the owner/caretaker has the right to ask you to vacate the premises. No camping is permitted in or on the property grounds. House parties, weddings or any business use are NOT permitted unless previously arranged and confirmed in writing by Tuscany Now Ltd.

  24. THE FINAL BILL

    The Final Bill includes lists of the specific costs of Extra Services booked in advance which are to be paid locally. On our web site we list charges as a guide only and variations may occur depending on prevailing conditions, we cannot guarantee these charges. Extra services booked on the spot will also be charged locally. In addition, charges for electricity in excess of the allowance , telephone and central heating charges will be calculated and are payable locally. The Final Bill is presented by the owner/caretaker at the conclusion of the rental period and is payable to him/her in Euros (cash). Both the Party Leader and the owner/caretaker are required to sign the Final Bill.

    The Party Leader is liable for any damages caused to the property, its contents or grounds by any member of the party or the loss of any articles belonging to the property such as mobile telephones. Charges for breakages or repairs caused by the party staying at the villa will be noted during the final inspection. Charges that can be calculated on the spot will be added to the final bill. However, the charges that cannot be quantified immediately will be calculated and billed to party leader at a later date. These charges include ( but are not restricted to) utilities for which the property is billed on a monthly or bi-monthly basis and damages or lost articles for which the repair/replacement estimates are not available. Under extreme circumstances, the amount shown on the Final Bill may be invoiced and paid through Tuscany Now on the understanding that a £75.00 administration fee will be added to the amount due. The amount of the final bill in Euros(€) will be invoiced in Sterling (£) at the rate given by the Financial Times of London on the Monday following departure. In the event of a disagreement regarding the extent of the damage or the cost of the repairs or lost articles, clients must call Tuscany Now immediately and speak directly with a staff member before leaving the property.

  25. COMPLAINTS

    In the unlikely event that a problem occurs at the property, it is the party leader's responsibility to notify the owner/caretaker promptly so that he or she may take the action required. If the problem is not or cannot be resolved satisfactorily within a reasonable time frame, the client should contact Tuscany Now by telephone. They should provide a contact number to ensure that they can be reached while the problem is being handled. If there is a major problem or complaint Tuscany Now Ltd should be contacted immediately in order that we may attempt to resolve any issues. Any situation in which the client feels he is entitled to compensation should be notified to us by telephone no later than the Monday following their departure from the Villa. The complaint should be then followed up in writing (by letter or e mail) within 14 days with full particulars and details of the complaint. We undertake to investigate the complaint. The matter will be referred back to the owner for their explanation. We will provide a written response by e mail or letter once we have had a response from the owner or at least within 14 days of the complaint being made. Tuscany Now Ltd will not consider a refund or rate adjustment for unforeseen mechanical failures or events caused by force majeure on or off site which shall cause a failure of such things as the supply of electricity, telephone service, internet service, water, pool filtration system, hot tubs, air conditioning, television including cable services and appliances and the like. We do not undertake any responsibility for the condition of the roadway for circumstances beyond our control. Tuscany Now will not consider any problem or complaint if all the above conditions are not complied with. In any event refunds offered shall not exceed the amount of the total invoiced amount.

  26. TRAVEL INSURANCE

    Your confirmation of the Booking Form is taken as a declaration that you hold a valid travel insurance policy as generally available in Europe. For non-European citizens we highly recommend that you obtain coverage for medical and personal liability, as well as loss of luggage, monies and repatriation.

  27. TOUR OPERATORS PUBLIC LIABILITY POLICY

    Tuscany Now has a Tour Operators Public Liability Insurance with a proprietary Insurance Company as required by law.

  28. RESPONSIBILITY

    By completing and returning the Booking Form, you and all members of your party (clients) acknowledge full awareness of these Booking Conditions and agree to accept and abide by the terms stated. We act as booking agents on behalf of named owners of the properties featured on our website and in any printed matter, and as such your rental contract is with the relevant owner. We do not have any obligation to compensate you for any personal injury, death, loss or damage of whatever nature suffered by you (or by any member of your party) save to the extent caused by our own negligence.

  29. ELECTRONIC SIGNATURES

    In all cases where a signature is required by us, we can only accept documents which are manually signed. These can be sent to us via post (UK residents only), facsimile or scanned as an attachment to an email. We cannot accept typed or digital signatures. For all other correspondence, it is agreed that both parties accept documents transmitted by facsimile or electronic means.

  30. JURISDICTION

    Your contract made under the terms of this agreement is subject to English Law and Jurisdiction. You may however choose the law and jurisdiction of Scotland or Northern Ireland if you live in those countries.