Terms & Conditions
This contract entered here relates to the short term hire of Villa Echo Beach (located, at Jalan Pantai Batu Mejan, Gang Echo, Canggu, Bali, Indonesia), (hereafter referred to as “The Villa” or “The Property”), and is between Villa Echo Beach Management (hereinafter referred to as “The Villa Management” or “we”), and the primary holidaymaker (the person whose name under the booking is made), (hereinafter referred to as “The Hirer” or “you”). This contract is effective on written confirmation by The Villa Management of the receipt of the necessary deposit payment by The Hirer, for the specified rental period as confirmed by The Villa Management. All terms and conditions are only relevant to bookings made via this website, direct with the owner. Should you book via a 3rd party then those respective terms and conditions apply unless specified otherwise.
1. THE BOOKING PROCESS
1.1 RESERVATION ENQUIRY
On receiving your reservation enquiry, we will check availability of the villa for your requested dates and number of persons requiring accommodation. If The Villa is available, we will provide you with: 1. confirmation of the villa availability, 2. details of the prevailing rates, 3. the Total Rental amount. In the event you wish to proceed with our offer we will email you with a 1. Confirmation of the package, 2. 50% deposit required that is non-refundable 3. Payment options being bank transfer, Visa, MasterCard or Amex.
1.2 TENTATIVE RESERVATION
Once the procedures of 1.1 Reservation Enquiry have been fulfilled and you have confirmed that deposit payment will be sent within the next 48 hours we can then make a ‘Tentative Reservation’ under your name, for the specified period, number of persons, package amount, etc. This Tentative Reservation in your name will be kept active for a period of 2 days from commitment to process your non-refundable deposit. If you prefer to pay via bank transfer. please note that all payments must be made to the account specified by The Villa Management in Australian Dollars or Indonesian Rupiah. The final amount received into the bank account by The Villa Management will be allocated to your booking. This payment must be net of any banking, transfer, foreign exchange charges and the like, which must be borne by The Hirer. Credit card deposits will incur a 3% surcharge for Visa or MasterCard. Until the specified Confirmation Deposit is received, The Villa Management, at its own discretion, may review the status of any “Tentative Reservation”. If The Villa is not available, we will wait for you to review our proposed alternative dates, and for you to request us to make a Tentative Reservation.
1.3 RESERVATION CONFIRMATION
On receipt of the Confirmation Deposit at the specified bank account or via our Merchant Facility, we will upgrade your Tentative Reservation to a Confirmed Reservation. At this point, we will provide you with, (in writing): 1. Confirmation of your reservation 2. Confirmation of receipt of your Deposit 3. Confirmation of the remainder of the Outstanding Balance for the Rental Period. Please contact us if you require a formal invoice with company letterhead from our villa management company: Pt. Graha Jempiring Kembar, Indonesia. In the event that the number of people staying in the villa is increased, Villa Management must be notified via email. Your package may be revised. If additional people arrive at the villa compared with the number of people confirmed in your package we will either charge an additional amount or may refuse entry.
1.4 OUTSTANDING RENTAL PAYMENT
The Outstanding Rental Payment (i.e. The Total Rental Payment minus the Deposit Received) must be settled no later than check-in. If The Villa Management has not received the funds at time of check-in then Villa Security/Staff reserve the right to refuse entry to The Villa. Outstanding Rental payments are accepted via Bank Transfer to INDONESIAN bank account (IDR and AUD available), Visa, MasterCard, AUD or IDR cash. We do NOT accept USD notes as they are too problematic to change. If you only have USD notes to pay for your balance then we will provide you with the IDR equivalent amount and you will need to go to a money changer yourself.
1.5 CANCELLATION / NO CONTACT / NO SHOW / REDUCTION OF DATES
Payments are non refundable but can be transferred across to another booking within 12 months of the original intended arrival date. This is on the condition that cancellations are made no less than 3 months prior to the arrival date and will incur a 15% penalty fee. Changing a booking is subject to availability.
In the event that only a deposit is received (compared with full rental payment) and it is less than 14 days prior to your arrival and you are not contactable we reserve the right to cancel your booking with no deposit refund. By being non contactable this includes, but is not limited to, the villa management not having heard from you despite us sending you a minimum of 5 emails with no contact from the Hirer in response. We will send you warning emails regarding this possibility if we need to exercise this option. If you want to avoid this occurring then please contact us regarding settlement of your accommodation prior to your arrival. We have a secured SSL website dashboard to enter in credit card details and can process balance payments via this method. We cannot accept balance payments into an Australian Bank Account.
Deposits are pro-rated against each night you book. So if a guest books a 10 night stay and wishes to reduce their booking to a 5 night stay then a 50% balance for the 5 night stay is still due when they arrive at their villa. As long as sufficient notice of 3 months or more is provided, the deposit for the nights that have been cancelled can be allocated to a new (not existing) booking for the future. If less than 3 months notice is provided, then the deposit amount for any unstayed nights is forfeited in full.
As your package has been locked away across all your dates, the Hirer is required to pay the balance on the date of arrival. If the Hirer cannot pay the balance on date of arrival then this needs to be discussed and a resolution must be arrived at at least 14 days prior to the check in date. Resolutions are at the discretion of The Villa Management. If the Hirer, or any party of the hirer, does not stay for the entire rental term, then the balance payment (and package) is strictly not amendable. We expect that all guests have taken out the appropriate travel insurance so they can be reimbursed if there are any trip interruptions (such as flight changes, cannot travel due to health reasons, cannot travel due to personal commitments). We cannot stress enough the importance of taking out appropriate travel insurance.
1.6 LATE SHOW
As part of our customer service focus, we will always endeavour, at The Villa Management’s discretion, to accommodate minor shifts to your plans. If possible, we will try and shift your reservation dates by a day or two, so you don’t lose from your holiday time. However, please note that due to the popularity of our villas this may not always be possible, and this flexibility is provided as a goodwill gesture purely at the discretion of The Villa Management.
1.7 CHECK IN/OUT TIMES
Check in Time 2:00pm & Check out time 12:00pm – these are standard. Late Checkout: 50% nightly promo rate (includes use of car/driver for 8 hours if your original package was fully inclusive, unless you’ve requested otherwise). Late Checkout means that you must have checked out of the villa by 6.00pm followed by an immediate transfer to the airport. If a guest wants guaranteed 8pm late checkout then the cost is 70% of the nightly rate (includes use of car/driver for up to 8 hours with an immediate transfer to the airport). If you require later checkout than 8 pm, then a full night’s charge applies. Early Checkin is: 40% nightly promo rate. Early Checkin means that you can check in any time from 10.00am onwards and includes also an early transfer, no earlier than 8.30am. If your flight arrives earlier than 8.30am then additional charges will apply.
1.8 COMPLIMENTARY AIRPORT PICKUP
Complimentary Airport pickup is for one vehicle per booking unless specified otherwise. Additional vehicles required due to other flight arrival and departures, and group size or luggage will be charged at prevailing rates. If your flight arrives before 8.30am or after midnight then additional charges may apply (minimum IDR 300,000 per vehicle required).
Hotel or other accommodation transfers are available up to 1 hour prior to check-in. A hotel transfer is available in lieu of the airport transfer as long as the hotel’s location lies between the villa to the airport. For instance, Seminyak, Legian and Kuta – free transfers available (specific times may apply). Areas such as Nusa Dua, Sanur, Candidasa will incur an additional fee. If your transfer attracts an additional fee you will be notified, via email prior to your arrival, to ensure that you are aware of any charges. We will always, wherever possible, give you a free transfer option: this will involve waiting until your villa allocated car is available to pick you up so we do not have to hire a 2nd car/driver service.
DURING YOUR STAY
2.1 MEETING LOCAL LAWS AND REGULATIONS
It is a requirement of the Indonesian government, that all foreign guests arriving in hotels and villas are formally registered. At Villa Echo Beach, our staff will be more than happy to remove this burden from you by completing the registration process on your behalf. To this end, please ensure that all guests in your party arrive at the villa with their passports that they have used to enter Indonesia. This formality will typically take a couple of hours, and your passports will be returned to you as soon as the registration process has been completed. If you are uncomfortable with our staff taking your passports for a few hours then please bring a legible photocopy of your passport (ID page only).
2.2 SETTLEMENT OF INCIDENTAL COSTS
As per our extensive service offering, our Villa Staff will be more than happy to do your daily food/grocery shopping, book local attractions/transport, provide postal service, arrange for Spa services, etc. Where possible our staff will provide you with the actual receipts/bills. However, in some instances, (especially when dealing with small independent vendors), a formal receipt may not always be available. If you are adamant that each and every purchase made on your behalf is matched with a corresponding receipt, please instruct our staff on arrival to shop only at those vendors/suppliers who can provide receipts. If our staff are using their own motorbike to assist with anything you require you will be asked to pay a small amount to cover the use of their own transport. This may range anywhere from IDR 20,000 upwards. The most common fee is IDR 20,000.
2.3 LIMITATIONS OF SERVICES
Whilst Indonesians, and specifically Balinese are incredibly welcoming and naturally very helpful people, please refrain from making any requests from The Villa Staff which may be deemed to be against the local customs, laws and regulations. Similarly, if you have any specific medical, nutritional or personal care conditions/requirements, please make these known to us at the Reservation Enquiry stage, and we will confirm if we are able to cater for these or not, and avoid any disappointment.
2.4 LIMITATION OF SHOPPING SERVICES
Villa Echo Beach staff will do their utmost to look after your every reasonable request during your stay, and are very happy to run errands and your driver more than happy to assist with shopping trips. The Villa Management provides these services in good will. We seek your cooperation in avoiding using these services to purchase items for commercial/export purposes, and/or to buy large/bulky items such as furniture and the like. However, our staff will be more than happy to point you in the right direction, in terms of best suppliers, or shopping services to use for your larger or higher cost purchase requirements. Similarly, if you have some very specific shopping requirements (such as a certain type of medicine, or very specific nutritional requirements), please ensure that you purchase these items, as our staff are not liable for any damage/loss caused by any third party groceries/items purchased on your behalf.
We strongly recommend that, as with any other international travel, you take out full and comprehensive travel insurance for everyone traveling in your party, before your journey to Bali, that covers you for any reason cancellation with no excess. Ensure that your travel insurance covers you for your travel needs and any unforeseeable circumstances. We do not make exceptions to our non refundable deposit. We do not make exceptions to our 3 month cancellation policy. So please factor this in when choosing what type of insurance.
Please note that The Villa Management and Staff are not responsible for any damages/loss caused to persons or property of The Hirer and their Party during their stay at The Villa, including (but not limited to) illness, injury, death, loss of valuables, etc) caused by incidents, including (but not limited to) cancellations, acts of nature, floods, fire, acts of third parties, civil disturbances, failure of machinery/equipments, acts of government, acts of God etc. Nor will The Villa Management, Staff, or/its Agents/Vendors be held responsible for any damages/loss caused by Hirer or their Party, including (but not limited to) any individual, estate, the local community, the island and people of Bali, the Indonesian government, the people and/or estate of the Republic of Indonesia. Please take advantage of the lockable doors and safety boxes. Lock up all your valuables in the safety boxes available in your villa. If any door locks or safety boxes are not operating properly, please inform management immediately (either by speaking with the villa manager or contacting [email protected]).
2.6 USE OF THE VILLA
As the Hirer you are assured use of The Villa on an exclusive basis, including the staff and services. This use is limited to the number of people in your booking confirmation. Please note that Villa Echo Beach is located in a peaceful, and residential neighborhood. If you plan to hold commercial events, and/or large group events including (but not limited to), weddings, parties, functions, or any entertaining with people other than those who are registered to stay at the villa please bring this to the attention of The Villa management, in writing, before Confirmation of Reservation and we can discuss your requirements, and if it is possible for The Villa Management to meet these. Failure to do this, may result in cancellation of The Hirer’s reservation, and forfeiture of the full Rental fees. If The Villa Management or its Staff or its Security personnel feel that there is a serious risk of damage to The Villa or its surrounds/neighbours, from improper use of the property, The Management and/or its representatives reserve the right to repossess the property.
Your rental agreement will specify how many people are staying. Should you invite people over to spend time at the villa then extra charges may apply. For instance, the free cook service for lunch and dinner is for guests only. If additional people join the guests for dinner then there is a charge of IDR 50,000 per person PLUS the cost of the ingredients. If you invite people over to spend the day at the villa then there is a charge of IDR 50,000 per person (we will provide pool towels). To avoid any unexpected costs, please discuss with your villa manager or [email protected] any additional people that will be spending time at the villa. This is a separate cost to people actually sleeping at the villa. Please see your ‘price list’ in the guest pack in your vila.
2.7 DAMAGE OR LOSSES
Whilst The Villa Staff will attend to daily cleaning and regular maintenance of The Villa, The Hirer agrees to be personally responsible for ensuring that the property is left in good order and condition. Any damages or loss, caused to The Villa and/or any of its contents, and/or the Staff by The Hirer, or their Party, or their Guests remains the responsibility of The Hirer, and the resulting costs must be settled as and when the damages are identified, and in all cases prior to the departure of The Hirer and/or their Party from the villa.
2.8 POOL FENCING
Temporary Pool Fencing is available for hire. Please contact us as early as possible to organise this. Extra charges apply and is based on availability. Please contact [email protected] for further information.
If there is a cause for complaint by the Hirer, these should be brought to the attention of The Villa Management immediately. This is so we can fix any issue straight away. In the event that guests publish on the internet any disappointment or complaints about this villa, it makes it very difficult to both staff and management to fix an issue. We expect that you will communicate to villa management, staff or directly to the owners anything that is cause for concern. The Villa Staff are properly trained, and empowered, to resolve most possible complaints. If the complaint is not properly resolved by the Villa Staff, or (in the unlikely event) has arisen as a result The Villa Staff, these complaints should be directed immediately to The Villa Owners ([email protected] or text/call +62 813 8663 7111).
LIMITATION OF LIABILITY
The liability of The Villa Management and/or The Villa Staff is strictly limited to the monies paid by The Hirer as Rental Fees for that specific reservation period, or any portion of the fees there-of.
This contract shall be deemed to be a contract made in Indonesia, and shall be subject to and governed by and interpreted in accordance with the laws of Indonesia.
This contract constitutes the entire agreement between the two parties, and there are no representations, understandings or agreements relative hereto which are not fully expressed herein.