These Terms and Conditions of Hire are a contract between Exclusive Short Stays Estates Limited, Company Number: 12385608; registered office: Yoden House, 30 Yoden Way, Peterlee SR8 1AL; (“us”, “we”, “our”), and you the person making the booking and all adult members of your party who will be staying in any of our properties (“you”, “your”, “client”, “guest”). By making a booking or staying in one of our properties you agree to abide by these terms and conditions.
Throughout these terms and conditions ‘Exclusive Short Stays’ shall mean Exclusive Short Stays Ltd and Exclusive Short Stays Estates Limited.
1.1 Your stay with us is not intended to confer exclusive possession on either the client or guest nor to create the relationship of landlord and tenant between Exclusive Short Stays and either the client or any guest. This is a short term letting and you will not be entitled to any rights under any statutory provision including, without prejudice to the generality of the foregoing, the Rent Act 1977, any assured tenancy or assured shorthold tenancy under the Housing Act 1988, or any tenancy arising under or in terms of, or regulated by, the Housing (Scotland) Act 1988, Housing (Scotland) Act 2006, Housing (Scotland) Act 2014, and/or Private Housing (Tenancies) (Scotland) Act 2016, including in each case any amendment or re-enactment of any such statute for the time being in force.
1.2 Our rates are subject to change without notice, unless a reservation has already been made and confirmed with either a deposit or full payment. For reservations already made, the price will not change unless the conditions of the booking change (for example, a change in property, a change in dates, or a change in guests or guest numbers).
1.3 VAT is charged as appropriate.
1.4 The Terms and Conditions of Hire (Terms) apply to any reservation made, now or in the future, in any property operated by Exclusive Short Stays. Agreement to the Terms as confirmed by a signature below shall mean that you agree to abide by the Terms for the original reservation made and any extension to that reservation or a separate reservation made in the future to the same or another property operated by Exclusive Short Stays, unless an updated Terms document is issued by Exclusive Short Stays in the future.
2.1 We permit you to occupy the property for the agreed hire period only and subject to these Terms and Conditions of Hire, such occupation being by you personally and only such guests named in the booking, and to use the Inclusive Services. The actions and omissions of any visitor to the accommodation are your responsibility. See also your obligations under clause 12 below.
2.2 You must be 18 years or over when you book your accommodation.
2.3 ID (identification) must be provided for the lead Guest who will be staying in the property. Accepted forms of ID include a valid passport or driving license for UK travellers. This must be provided prior to check-in. If ID is not provided prior to check-in we reserve the right to refuse entry and cancel the reservation. For any guests who are not British, it is a legal requirement for us to have a copy of their passport under the Immigration (Hotel Records) Order 1972. ID is not required for children under the age of 18.
2.4 We reserve the right to refuse to accept any booking for whatever reason. We accept your booking when we have received all of the documentation requested from the Guest.
2.5 You may arrive at your accommodation after 4pm (except if it is stated differently) on the start day of your booking and, unless otherwise agreed, you must leave by 10am on the day of check-out. Additional Charges that could be incurred during your stay at the property are listed below:
2.6 If you want to increase your length of stay we will do everything possible, subject to the availability of accommodation, to find something suitable for you. It must be borne in mind that this may not always be possible.
2.7 If the number of people permitted to occupy the accommodation is exceeded (which would be in breach of Health and Safety Regulations) we reserve the right to move excess occupants and charge for additional guests or require the excess occupants to vacate the property.
2.8 A small number (up to 5) of visitors to the property (who are not booked in to stay overnight) are permitted until 12am (midnight) but any visitors present after this time are deemed to be staying overnight and will be subject to additional charges at the prevailing rate per additional guest. A large number of visitors (6 or more) must be approved by a representative of Exclusive Short Stays. Visitors will only be permitted if this is allowed under current UK government Coronavirus regulations
2.9 The Guest is not permitted to use the Property address to register to vote, obtain credit, set up a business or to use as the bill payer’s address for any purchase.
2.10 The Guest shall not assign or sublease the Property or permit the use of any portion of the Property by other persons who are not family members or guests of the Guest and included within the number of and as permitted occupants under this Agreement.
2.11 Pets are not permitted in the Property, however we may allow assistance dogs and guests must request permission for this. Any guest bringing pets will be asked to leave the property immediately with no right to a refund. This will incur an Additional Charge of £250 to £500, which includes an extensive specialist clean for potential allergy sufferers staying after you.
2.12 Guests are not permitted to use the property for parties under any circumstances and if this is found to be the case all guests will be asked to leave the property immediately with no right to a refund. This will incur an Additional Charge of £1000.00.
2.13 Guests are not permitted to use the property for illegal activities, such as a brothel or for any escort services or any related business. This will lead to an immediate eviction from the premises without any refund on the remaining stay and automatically forfeiting the total damage deposit. Additionally a charge of £1000.00 for security call out will apply if any Exclusive Short Stays employee or contractor attends to evict.
2.14 If the Guest stays in the property, checks out, and has a scheduled imminent return to the property, to check in one or more days later, they should not leave any personal possessions in the property since it may be booked by another customer before the Guest returns. Exclusive Short Stays cannot accept responsibility for any loss of personal belongings for items left in the property after check-out. Any food left behind will be thrown away.
3.1 The following terms apply ONLY to payments made directly to Exclusive Short Stays. They do NOT apply to bookings made via an online travel agent such as Airbnb, Booking.com, Expedia, Trip Advisor etc: –
3.2 To secure your booking, payment in full must be received by us in cleared funds at least 30 days before your arrival date. We draw your attention to clause 5.2 below concerning pre-authorisations which apply to your booking.
3.3 Should payment of the full amount not reach us at least 14 days before your arrival date we reserve the right to cancel any bookings made and any deposit paid will be forfeited.
3.4 If you fail to pay any sum that is due under this agreement when due, then you will pay us, on demand, interest on the unpaid sum in accordance with (if you are a business) the Late Payment of Commercial Debts (Interest) Act 1998 (as amended) or (if you are a consumer) 4% above the Bank of England’s base rate from time to time. Such interest shall accrue on a daily basis from the due date until we receive payment in full cleared funds, whether before or after any judgement.
3.5 We expect the accommodation to be left in a reasonable state on departure, including rubbish being placed in rubbish bins, and soiled dishes being placed in the dishwasher or the sink. If, at our discretion, additional cleaning is required on departure, the cost of this cleaning will be charged as an Additional Charge.
3.6 UK legislation provides that smoking is not permitted in serviced accommodation. Smokers must vacate the building should they wish to smoke. Smoking is permitted in a garden or patio area, if one is available at the property booked, provided the Guest ensures no smoke gets inside the property.
3.7 Where there is any evidence of guests smoking inside the accommodation, (including cigarettes, e-cigarettes, cigars and any other substances) we reserve the right to charge for specialist cleaning, as an Additional Charge. This may require the specialist use of an ozone machine to remove odours from the property’s interior / furnishings. This is subject to a minimum charge of £250 but we reserve the right to charge additional amounts to cover any damage caused by smoking. Anyone found smoking inside the property will be asked to leave the premises immediately, along with all other guests present in the property.
3.8 Consumption, sale or misuse of any illegal substances or associated paraphernalia classified under the Misuse of Drugs act (1971), will lead to an immediate eviction from the premises without any refund on the remaining stay. A standard charge of £500 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. Any evidence or suspicion of drug use on our premises will also be reported immediately to the police.
3.9 No daily housekeeping service is provided – While linens and bath towels are included in the unit, daily maid service is not included in the rental rate. However, it is available for an Additional Charge. We do not permit towels or linens to be taken from the property.
3.10 Falsified Bookings – Any booking obtained under false pretence will be subject to forfeiture of advance payment, deposit and/or rental money, and the party will not be permitted to check in.
4.1 Please ensure that you inspect the accommodation on check-in. Unless we receive notification otherwise within three hours of check-in we will be entitled to assume that you have fully accepted that the condition of the accommodation is in good repair, condition and in a clean and tidy state and you will waive any right to claim otherwise.
4.2 Risk of damage to the accommodation and its contents will pass to you on check-in and remain with you until the accommodation is returned to us. You shall be liable for all loss or damage (except fair wear and tear) caused during the rental period, and for any reasonable loss of rental resulting from such loss or damage. Loss constitutes any financial or time loss incurred by Exclusive Short Stays, and may include but is not limited to damage, missing items, cleaning costs, maintenance costs, security costs, charges for additional guests staying at the property over and above the number of guests originally booked, and administration time or personnel costs.
4.3 A security deposit to cover your obligations under this Agreement may be taken at or prior to check-in. This may be in the form of a payment or an authorisation to deduct payment from your debit or credit card used to make the Booking. Any security deposit paid will be returned to you in full (or any payment authorisation cancelled) upon the accommodation being returned to us in accordance with the terms of this Agreement. Where you are liable for loss or damage under clause 4.2, we may withhold some or all of your deposit to cover the same and our administration fees associated with repairing or dealing with the loss or damage. We may also require some of the deposit funds to pay for security personnel to attend the property. These will be Additional Charges.
4.4 Security deposits are not required for Airbnb bookings due to the Airbnb Host Guarantee.
5.1 Additional Charges which may be payable include those items specified in the Booking and any specified in these terms and conditions.
5.2 Where Additional Charges (including charges for damage) are payable, you hereby authorise us to take them from the credit or debit card used to make the Booking, up to the pre-authorised amount which is detailed on the Booking and can be between £500 to £600 depending on the property booked. Our hold on your credit card will last for up to seven days from the date of your departure. Where Additional Charges exceed the pre-authorised amount you will be invoiced for the excess. If no credit or debit card was used in the Booking, you must pay Additional Charges by another means acceptable to us. All Additional Charges are due on the check-out date, unless the context otherwise requires.
5.3 If you fail to pay any Additional Charge within 7 days of the date of our invoice requiring payment of the same, you will incur an administration fee of £50 to cover the costs of sending you our debt collection letter, which will follow.
6.1 In the unlikely event we have to cancel or make a change to your accommodation we will use all reasonable efforts to contact you as soon as possible to explain what has happened and inform you of the cancellation or change. If possible, we will offer alternatives, but should these alternatives be unacceptable to you the booking will be treated as cancelled and we will refund any money you have paid to us within 14 days of any cancellation.
6.2 We shall not be liable for changes, cancellations or any other effect on your booking due to events beyond our reasonable control (force majeure), including (by way of example only and without limiting the generality of the foregoing) terrorist activity, industrial disputes, infectious diseases and viruses, flight cancellations or travel disruption, natural or manmade disasters, government policies, fire, and adverse weather conditions.
7.1 We will use our reasonable endeavours to accommodate your requests for alterations of your direct booking, subject to availability of accommodation.
7.2 For all direct bookings, the can cancellation policy is as follows: If you wish to cancel the whole or any part of your direct booking and you notify us in writing (see our contact details below) 30 full days in advance of your date of arrival, no cancellation fee will be charged and your payment will be refunded (unless stated differently at the time of booking). If cancelled less than 30 days but more than 14 full days before your check in date, then you will be reimbursed 50% of the total direct booking value. It is your responsibility to ensure that we receive your notice of cancellation in time. If cancelled within 14 days of your arrival date, or in the case of a no-show or non-arrival of some or all guests, the total price of the direct reservation will be charged. Customers who selected a ‘non-refundable’ option when booking are not entitled to a refund when cancelling at any time.
7.3 If cancelled less than 30 days but more than 14 days before your check in date, then you will be reimbursed 50% of the total direct booking value (online travel agent refund policies may differ). It is your responsibility to ensure that we receive your notice of cancellation in time.
8.1 We shall have no liability to you for the death or personal injury to you or any members of your party unless this results from an act or omission on our part.
8.2 Any guest using their own electrical appliances (hairdryers, curlers, tongs, shavers, personal computers, etc.) must use the appropriate adaptor. Non-UK plugs used without the appropriate adaptor/transformer are a serious fire risk. Please ensure that all heated appliances are switched off and stored safely before leaving the accommodation. Guests found to be in breach of this rule may be asked to leave with immediate effect.
8.3 You must take all necessary steps to safeguard your personal property and we accept no liability to you in respect of damage to, or loss of, such property unless caused by negligence on our part.
8.4 Cars and their contents are parked at their owners’ risk. Please ensure that cars are locked and possessions are left out of sight.
8.5 Property left in the accommodation will be kept for 1 week after departure or forwarded at the guest’s expense.
8.6 Save where there is a total failure to provide useful accommodation as reasonably expected under this agreement, we cannot be held responsible for any failure or interruption to services to the accommodation, for example, gas, water and electricity, or for any damage, disturbance or noise caused as a result of maintenance work being carried out in any part of the building or nearby the building.
8.7 We shall have no liability for any loss which was not foreseeable at the time we entered this Agreement or losses not caused by our breach of this Agreement, and, if you are entering this Agreement in the course of a business, we shall have no liability for any loss of profit, loss of or damage to goodwill, increased costs, loss of anticipated savings, loss of business, or any special, indirect or consequential loss (whether arising through breach of contract, tort including (without limitation) negligence, or breach of statutory duty. In any case our total liability to you is limited to the total cost of your reservation.
8.8 All descriptions and photographs of the accommodation are for illustration only and we do not warrant that they are accurate or complete, although we do use all reasonable endeavours to ensure that they are.
8.9 We do not exclude liability for fraud, and your legal rights are not affected by any term in this Agreement.
9.1 Unless otherwise agreed, the owners will issue to the client or guest one set of keys to the property. If at any time the client or guest loses the keys, they must notify us as soon as possible and we will instruct a locksmith to change the lock/key(s) and charge the client or guest.
9.2 If the guest locks him or herself out of the property and requires the owners’ assistance to re-enter the property, we reserve the right to charge an administration fee, as an Additional Charge.
9.3 We will retain keys to the property and will access the property to provide the services set out in this agreement and any necessary maintenance and also to inspect the property and carry out repairs to the structure, roof, exterior or any services, appliances or equipment therein. We reserve the right to enter the property at any reasonable time during your stay for essential maintenance or if we suspect damage has been caused or in case of any emergency. We will make reasonable efforts to contact you before entering the property.
9.4 On check-out, keys must be left in the key box (or the same place as the guest collected them from) and the accommodation must be left locked, with all windows closed.
9.5 Loss of Exclusive Short Stays property and other Additional Charges that could be incurred during your stay at the property are listed below:
9.6 Lost keys – £150.00
9.7 Lock out charge – £75.00
9.8 Lock out charge with locksmith call out – locksmith charge cost + £25 admin fee
9.9 Lost apartment fob – £150.00
9.10 Lost car park fob – £150.00
9.11 Lost parking permit – £100.00
9.11 You shall ensure that the accommodation is locked whenever you are not in it with all windows closed and locked. You shall guard the keys against loss or theft at all times.
10.1 Wireless Broadband Internet is usually available at our accommodation, however, we will not be liable for loss of this service due to connection, environmental or human error and no support service is available. For this reason, wireless broadband Internet is not a contractual provision. We do not assume any responsibility for any damage to your computer or the data contained on it, nor the security of any data transferred over the Internet. Guests are responsible for the protection of their computers from loss of data, unauthorised access or viruses. All usage of the broadband must be within normal usage amounts (generally, 2GB download per day) unless otherwise agreed.
11.1 Should a guest or client report that a service or an appliance is faulty and subsequent inspection confirms that the appliance was not faulty, but was not being operated properly by the guest, and where usage instructions have been provided, we reserve the right to charge the guest for the maintenance call out, as an Additional Charge of £150.
12.1 The client will guarantee the following, all being conditions of the contract between us, breach of which would entitle us to cancel the remainder of the booking: –
12.2 Guests will not keep any animals, insects, birds or reptiles in the property.
12.3 When guests with small children occupy the property, the guest undertakes to provide all suitable childproofing safety equipment.
12.4 Guests will not do or permit any act reasonably likely to make any insurance policy on the property void or voidable or increase the premium.
12.5 Guests will not do anything that may cause a nuisance or annoyance to the owners or to any other occupier, neighbour or guest of adjoining or nearby properties, or do anything at the property that is illegal or immoral. Noise disturbance after 10pm and before 9am is strictly prohibited and may result in all guests being removed from the property without any rights to a refund. Excessive noise between 10pm and 9am may be reported to the local Council. Additional Charges that could be incurred during your stay at the property are listed below:
12.6 At the end of this agreement the property is cleared of the guest’s effects and left in good repair and clean condition. The client will pay (as an Additional Charge) for the repair or replacement of such items of the fixtures, furniture, furnishings and other effects as shall be broken, lost, damaged, or destroyed save for reasonable wear and tear.
12.7 Guests will use the property for private residential purposes only and not for any business use.
12.8 Guests will not make any alterations to the property, or attempt to make any repairs.
12.9 Guests will allow us or our authorised representatives permission at all reasonable times to enter the accommodation to inspect its condition or carry out maintenance.
12.10 The client will not assign, underlet, sub-license, charge or part with possession of the whole or any part of the property, take in lodgers or share occupation of the property with any person in any way.
12.11 Guests will not sell, loan, charge or otherwise dispose of or part with possession of any of the contents located at the property including without limitation the owners’ furniture and effects.
12.12 Guests will not hang on the outside of the property any flowerpot or similar object or any clothes or other articles.
12.13 Guests will not block or put noxious or damaging substances or food into the sinks, baths and lavatory cisterns or waste or soil pipes in the property or allow them to overflow, and will immediately report any such blockage etc. to us (see 12.17).
12.14 Guests will not leave the entrance door or windows to the property open but ensure that all door and window locks are properly engaged at all times. All windows must be closed when not in the accommodation or during bad weather.
12.15 Guests will take all reasonable precautions to prevent condensation by keeping the property adequately ventilated and heated. Extractor fans located in the bathrooms and en-suites must be switched on at all times to prevent damage to the accommodation.
12.16 Guests will not change any lock to the property or have any duplicate keys made.
12.17 Guests will notify us as soon as is practicably possible of (a) any plumbing, electrical or general problem or (b) any damage to the property or its contents, and shall desist from attempting to remedy such problem on their own.
12.18 Guests will notify us of any damage to the property or its contents as soon as is practicably possible.
12.19 Guests will maintain properly insured, to their full replacement value, all of their personal property which is kept either at the property or on the guest’s person.
12.20 Guests will use all equipment provided at the Property strictly in accordance with its operating instructions and not for any purpose other than its intended use.
12.21 Guests will not leave or store any valuable personal possessions anywhere in the property where they can be easily viewed by third parties.
12.22 Guests will not play ball games inside the accommodation.
12.23 Guests will use any cleaning products, liquids, tablets etc. strictly in accordance with their usage instructions and ensure that such products are kept out of reach of children. We accept no liability for misuse of products supplied.
12.24 Guests will not install any portable cooking appliances, camping stoves or similar items in the accommodation.
12.25 Guests will not behave in an abusive or threatening manner toward our staff.
12.26 You indemnify us and will keep us indemnified on demand for all claims, liabilities, losses, costs and expenses (including legal fees) incurred or suffered by us (except any incurred as a result of our fault) in connection with this Agreement or in connection with any use or misuse of the accommodation, except for personal injury or death caused by our act or omission.
13.1 This agreement may be ended by us with immediate effect if: –
13.2 The accommodation fee is not paid on the payment day, or if you are in breach of any of the terms or conditions set out in this document; or
13.3 The client becomes bankrupt, has an administration order made against him or her or has a judgment enforced or entered against him or her.
13.4 We may also terminate this agreement at any time and for any reason on giving the client reasonable written notice.
13.5 The client will, at the end of the accommodation period, return to us all keys to the property and give us vacant possession of the property.
14.1 We want your stay to be as comfortable as possible. Failure to comply with this condition 14 may be considered as a breach of contract and all guests being asked to leave immediately with no right to a refund.
14.2 Guests should keep the accommodation free of hazardous objects and substances at all times and not leave it in a condition that would make it unsafe for our housekeepers, staff, visitors or guests themselves to use.
We are required to gather certain personal data about clients and guests for the purposes of satisfying operational and legal obligations. This personal data will be subject to the appropriate legal safeguards as specified in the UK-GDPR Data Protection Act of 2018. We fully endorse and adhere to the principles of the UK-GDPR Data Protection Act of 2018. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. The principles require (amongst other things) that the personal data shall be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
The purpose for which we hold your personal data is to carry out this Agreement, and we do not pass information on to third parties save for this purpose. We may use cookies on our website for the purpose of monitoring website usage, and we will ask for your consent, but do ask that you inform us if you do not consent to the use of these cookies.
See our Privacy Policy
This Website collects some Personal Data from its Users.
Owner and Data Controller
Exclusive Short Stays Ltd and Exclusive Short Stays Estates Limited
Yoden House,
30 Yoden Way,
Peterlee
SR8 1AL
Owner contact email: hello@exclusiveshortstays.co.uk
Types of Data collected
Among the types of Personal Data that this Website collects, by itself or through third parties, there are: Cookies, Usage Data, email address, first name, last name, phone number, country, ZIP/Postal code, date of birth, city, address and company name.
Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection.
Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Website.
Unless specified otherwise, all Data requested by this Website is mandatory and failure to provide this Data may make it impossible for this Website to provide its services. In cases where this Website specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.
Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Any use of Cookies – or of other tracking tools – by this Website or by the owners of third-party services used by this Website serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available.
Users are responsible for any third-party Personal Data obtained, published or shared through this Website and confirm that they have the third party’s consent to provide the Data to the Owner.
Mode and place of processing the Data
Methods of processing
The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data.
The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Website (administration, sales, marketing, legal, system administration) or external parties (such as third- party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
Legal basis of processing
The Owner may process Personal Data relating to Users if one of the following applies:
Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to European data protection law;
provision of Data is necessary for the performance of an agreement with the User and/or for any pre- contractual obligations thereof;
processing is necessary for compliance with a legal obligation to which the Owner is subject;
processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.
In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Place
The Data is processed at the Owner’s operating offices and in any other places where the parties involved in the processing are located.
Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.
Retention time
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
The purposes of processing
The Data concerning the User is collected to allow the Owner to provide its Services, as well as for the following purposes: User database management, Displaying content from external platforms, Interaction with external social networks and platforms, Contacting the User, Handling payments and Platform services and hosting.
Users can find further detailed information about such purposes of processing and about the specific Personal Data used for each purpose in the respective sections of this document.
Detailed information on the processing of Personal Data
Personal Data is collected for the following purposes and using the following services:
Contacting the User
Displaying content from external platforms
Handling payments
Interaction with external social networks and platforms
Platform services and hosting
User database management
The rights of Users
Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following:
Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.
Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner.
Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User’s consent, on a contract which the User is part of or on pre-contractual obligations thereof.
Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.
Details about the right to object to processing
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
How to exercise these rights
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within one month.
Additional information about Data collection and processing
Legal action
The User’s Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Website or the related Services.
The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
Additional information about User’s Personal Data
In addition to the information contained in this privacy policy, this Website may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
System logs and maintenance
For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) use other Personal Data (such as the IP Address) for this purpose.
Information not contained in this policy
More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.
How “Do Not Track” requests are handled
This Website does not support “Do Not Track” requests.
To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.
Changes to this privacy policy
The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Website and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.
16.1 All complaints should be notified as soon as possible to us (contact details below) and we will do our best to resolve them in a timely manner.
16.2 If you are still not satisfied then within 14 days of the end of your stay, you should put your comments in writing to our address below, and we will use all reasonable efforts to resolve the matter as quickly as possible.
16.3 You can also complain to the booking agent you used for your apartment reservation.
If the Property is in England or Wales or any other country (save for Scotland), the agreement between us and all matters arising therefrom are subject to the law of England and Wales and, in the event of a dispute, you will be subject to the exclusive jurisdiction of the courts of England and Wales. If the Property is in Scotland, the agreement between us and all matters arising therefrom are subject to the law of Scotland and, in the event of a dispute, you will be subject to the exclusive jurisdiction of the courts of Scotland.
If any provision (or part-provision) in these terms and conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If not possible, it shall be struck out. The rest of the agreement shall remain enforceable.
In this Agreement the following words and phrases shall have the following meanings unless the context otherwise requires:
“Additional Charge” means a charge or fee that is additional to the rental and includes those specified as an ‘Additional Charge’ in these terms and conditions or in the Booking, and also any other reasonable charge or fee incurred by you under these terms and conditions.
“Managing agent” “us” or “we” refers to Exclusive Short Stays offering serviced apartments on behalf of the property owners.
“Client” is the person who arranges the accommodation – they could also be the guest.
“Guest” is any adult authorised by us to reside at the property – they could also be the client.
“Terms” means Terms and Conditions of Hire.
“Apartment or property” is an accommodation managed by Exclusive Short Stays on behalf of the owner(s) of it.
“Booking” means an offer from you to us to hire one of our apartments on the terms of this agreement following your provision of sufficient information to enable us to complete our telephone or Website provisional booking process.
“Furniture and appliances” means such furniture and appliances usually found within the apartment and any other items which we agree to provide;
“Inclusive Services” means housekeeping service once per week, linen and towel change once per week, use of electricity, gas, water, sewerage, council tax, TV licence.
The term “Serviced Apartment” means the following: – A fully furnished and equipped apartment, accessed by corridors, stairwells and any common part of the building, inclusive of gas, electricity, water, drainage and sewerage, Council Tax, TV licence, a once per week cleaning and linen service.
Managing Agent: Exclusive Short Stays
Address: Yoden House, 30 Yoden Way, Peterlee, County Durham, SR9 1AL
I, the undersigned, have read and understood these Terms and Conditions of Hire, and I confirm that I am authorized to sign this contract. I understand that once I have made my payment that these terms become binding. I also acknowledge that should I not be happy with these terms and conditions I must raise concerns before making my payment.
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