1. OUR SERVICE

Relocate Stay Ltd sources and arranges accommodation for businesses through our network of independent accommodation providers. Unless expressly stated otherwise, we do not own or directly manage the accommodation. Our service includes sourcing suitable options, arranging bookings, coordinating communication, and providing ongoing support throughout the stay.

2. BOOKING PROCESS

After receiving your enquiry, we’ll present suitable accommodation options based on the information and requirements you provide.

All accommodation options and prices are subject to availability until the booking has been confirmed in writing by Relocate Stay.

A booking is confirmed once:

– You have accepted the selected accommodation and applicable booking terms

– Any payment required to secure the booking has been received

– You have received written booking confirmation from Relocate Stay

Property-specific cancellation terms, payment terms and any important restrictions will be provided before the booking is confirmed.

3. FEES & PAYMENT

The price quoted by Relocate Stay is the total amount payable for the booking and the services described in your booking confirmation. Unless we tell you otherwise before booking, no separate Relocate Stay service fee will be added to the quoted price.

Payment terms:

– Payment schedules will be specified in your invoice and/or booking confirmation

– For longer stays, payments may be arranged in agreed instalments, typically in advance in 4-week cycles unless otherwise stated

– All payments are made directly to Relocate Stay, not to the accommodation provider

– We accept payment by bank transfer only

– Bank details and payment references will be provided on the relevant invoice

– Payment must be received by the due date shown on the invoice

Late or missed payments may affect our ability to confirm, continue or extend a booking.

4. CANCELLATIONS & CHANGES

Cancellation and amendment terms vary depending on the property, accommodation provider and booking.

Your specific cancellation terms will be provided before the booking is confirmed and will also be stated in your booking confirmation where applicable.

Once a booking has been confirmed, the cancellation terms applicable to that booking will apply.

Requests to change dates, guest numbers, accommodation or other booking details are subject to availability and may result in a change to the price or other booking terms.

Extensions are not guaranteed and should be requested as early as possible. We will always do our best to accommodate changes where availability allows.

5. CHECK-IN & CHECK-OUT

– Check-in and check-out times vary by property and will be confirmed before arrival

– Each property has its own standard times based on its operational requirements

– Requests for early check-in or late check-out should be made through Relocate Stay and are subject to availability and, where applicable, additional charges

– Detailed check-in instructions and property access information will be provided prior to arrival

6. SECURITY DEPOSIT

A security deposit may be required depending on the property and accommodation provider.

Where applicable, the deposit amount, payment arrangements and refund terms will be confirmed before the booking is finalised.

The deposit may be held by Relocate Stay or by the accommodation provider, as specified in the booking information.

Deductions may be made for damage, missing items, excessive cleaning, breaches of property rules or other chargeable costs arising from the stay.

Any remaining deposit balance will be returned in accordance with the terms provided for the relevant property.

7. PROPERTY RULES

All guests must comply with the rules applicable to the property in which they are staying.

While specific requirements vary between properties, general requirements may include:

– Maximum occupancy limits must be observed

– No smoking inside the property

– Guests must behave considerately towards neighbours, particularly during evening and night hours

– Parking arrangements are property-specific and must be followed

– Pets are only permitted where agreed in advance

– Waste and recycling must be disposed of correctly

Any material property-specific restrictions or requirements will be provided before booking confirmation where applicable.

Full check-in information, access instructions and operational property rules will be provided before arrival.

8. OUR RESPONSIBILITIES

We commit to:

– Providing accurate information about accommodation options based on the information available to us

– Responding promptly to enquiries and reported issues

– Acting as your main point of contact throughout the booking and stay

– Liaising with accommodation providers regarding maintenance, property issues or other concerns

– Keeping you informed while reported issues are being addressed

– Coordinating appropriate solutions where serious issues cannot reasonably be resolved

Where an issue relates to a property operated by an independent accommodation provider, we will liaise with the provider and use reasonable efforts to help achieve an appropriate resolution.

9. EMERGENCY SITUATIONS & ALTERNATIVE ACCOMMODATION

If a property becomes unavailable, uninhabitable or unsuitable for continued occupancy because of a serious issue, we will work with the accommodation provider and use reasonable efforts to identify an appropriate solution.

Where alternative accommodation is required:

– We will contact the designated booking representative as soon as reasonably possible

– We will search for suitable alternative accommodation based on availability

– Available options and any difference in price will be presented for approval wherever reasonably possible before a replacement booking is made

– We will assist with coordinating the move to the alternative accommodation

Any refund, credit or additional amount relating to the original or replacement accommodation will be handled according to the circumstances of the issue, the applicable booking terms and any property-specific terms.

Nothing in these Terms limits any rights or liability that cannot lawfully be excluded.

10. YOUR RESPONSIBILITIES

You agree to:

– Provide accurate and complete information about your accommodation requirements

– Ensure that guest numbers and guest details provided to us are accurate

– Make all payments by the agreed due dates

– Use the accommodation only for its intended purpose

– Ensure that all members of your team respect the property and its contents

– Report issues, damage or maintenance concerns promptly

– Ensure that all guests comply with the applicable property rules

– Inform us as soon as possible if your dates, team size or other booking requirements change

11. LIABILITY

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

Subject to the above, Relocate Stay will not be liable for indirect or consequential losses, loss of profit, loss of business, loss of opportunity or losses arising from circumstances outside our reasonable control.

Where accommodation is provided and managed by an independent accommodation provider, Relocate Stay will use reasonable efforts to assist with issues relating to the property but does not control every action or omission of that provider.

Subject to applicable law, our total aggregate liability arising from a booking will not exceed the total amount paid or payable to Relocate Stay in respect of that booking.

We recommend that businesses maintain appropriate insurance for their employees, contractors, belongings and business activities while travelling or staying away from home.

12. PRIVACY & DATA

We collect and process personal information in accordance with our Privacy Policy and applicable data protection law.

Our Privacy Policy explains what information we collect, why we use it, the lawful bases we rely on, who we may share it with and your rights in relation to your personal information.

13. GOVERNING LAW

These Terms & Conditions and any dispute or claim arising from them are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction in relation to any dispute or claim arising from these Terms or a booking, subject to any mandatory legal requirements that apply.

14. BUSINESS CUSTOMERS

Relocate Stay provides accommodation services primarily to businesses, organisations and persons arranging accommodation for business purposes.

These Terms are intended for bookings made wholly or mainly in connection with business, professional or work-related accommodation requirements.

15. EVENTS OUTSIDE OUR CONTROL

We will not be responsible for delays or failure to perform our obligations where this results from circumstances outside our reasonable control.

This may include severe weather, fire, flooding, utility or internet failures, government action, transport disruption, industrial action, emergencies or other events that could not reasonably have been prevented.

Where such an event affects a booking, we will use reasonable efforts to keep you informed and assist with available solutions.

16. ENTIRE AGREEMENT

These Terms & Conditions, together with your booking confirmation, invoice and any property-specific terms provided in relation to your booking, form the agreement between you and Relocate Stay for that booking.

Where a booking confirmation contains specific terms relating to pricing, payment, cancellation or the selected property, those specific booking terms will apply to that booking.