These Terms apply to serviced accommodation operators, landlords and management companies working with Relocate Stay Ltd.

By creating an account, adding a property or submitting an offer through the Relocate Stay portal, you agree to these Terms.

1. WORKING WITH RELOCATE STAY

Relocate Stay connects accommodation providers with businesses, corporate teams, contractors, working professionals, employees working away from home, family relocations, insurance stays and other clients requiring self-catering accommodation across the UK.

You provide the accommodation, we bring the enquiries and manage the client relationship.

Nothing prevents you from advertising or booking your properties through your own channels or other platforms.

2. YOUR PROPERTIES

Please only add properties that you:

– Own
– Lease and have authority to operate; or
– Directly manage on behalf of the owner

You must have full authority to offer the property for accommodation bookings.

Please do not upload properties sourced from another agent, sourcer, operator or third-party provider unless this has been specifically agreed with Relocate Stay.

We may ask for reasonable evidence that you directly own, operate or manage a property, such as a live Airbnb or Booking.com listing.

We also check the information you give us against publicly available sources, including Companies House and public property listings, to confirm that a property is being offered by the operator who owns or manages it.

All property information must be accurate and up to date, including photographs, location, bedrooms, beds, bathrooms, occupancy, parking, facilities, rules and anything else that could materially affect a guest’s stay.

3. MARKETING YOUR PROPERTY

By adding a property to our network, you give Relocate Stay permission to use the property information, photographs and marketing materials you provide to generate accommodation enquiries and bookings.

We may present or advertise your property:

– On the Relocate Stay website
– Directly to prospective clients
– In quotations and accommodation proposals
– Through email marketing
– On our social media channels
– Through online and paid advertising

Your property will be presented as part of the Relocate Stay accommodation network.

We will never represent ourselves as the owner of your property.

You confirm that you have permission to use and share any photographs or materials you provide to us.

If you want us to stop marketing a property, just let us know.

4. AVAILABILITY & OFFERS

When you submit an offer, please make sure the property is genuinely available for the dates offered.

Submitting an offer does not create a confirmed booking. The property remains subject to availability until Relocate Stay confirms the booking with you in writing.

If availability changes before confirmation, please tell us immediately.

Once a booking is confirmed, you agree to keep the accommodation available for the agreed booking period.

5. RATES & PAYMENT

The rate you submit through a Relocate Stay enquiry should be the net accommodation rate you wish to receive.

Relocate Stay will add its own markup when preparing the final accommodation price for the client. Our markup is added on top of your net rate and does not reduce the amount you have agreed to receive.

This allows us to provide the client with one clear rate covering their accommodation together with our service and ongoing support.

Please submit a rate you are happy to accept and clearly disclose any additional charges, such as cleaning, parking or pet fees, before the booking is confirmed.

Once your offer has been accepted and the booking confirmed, you agree to honour the agreed net rate for the entire confirmed booking period.

If the client requests an extension, we will contact you to confirm availability. Any proposed rate change must be agreed with Relocate Stay before the extension is offered or confirmed.

The final rate quoted by Relocate Stay to the client is our commercial arrangement with the client and may differ from your agreed net rate.

All payments are made by the client to Relocate Stay. Once cleared funds are received, Relocate Stay will arrange payment to you according to the payment terms agreed for the booking. The client will never pay you directly, and you must not request or accept payment from the client or their guests under any circumstances. All payment queries must be directed to Relocate Stay.

6. OUR CLIENTS & NON-CIRCUMVENTION

Clients introduced through Relocate Stay remain Relocate Stay commercial clients.

All commercial communication must be handled through Relocate Stay.

Accommodation Partners must not independently contact clients or guests to discuss:

– Rates or payments
– Extensions
– Repeat bookings
– Future accommodation requirements
– Alternative properties
– Direct bookings
– Any other commercial arrangement

Where required, we will send a separate Non-Circumvention Agreement for signature before the relevant booking is confirmed or paid.

Properties should operate on a self check-in basis wherever possible. Meet-and-greet check-ins or other direct contact between the Accommodation Partner and the client or guests should only take place where agreed with Relocate Stay in advance.

Direct communication may occasionally be necessary for genuine operational reasons such as urgent maintenance, emergency access, safety issues or a repair visit. In those situations, communication should remain limited to the issue being dealt with.

If a client or guest contacts you directly about pricing, an extension, another property or a future booking, please refer them back to Relocate Stay.

All bookings, payments, extensions, repeat stays and future accommodation requirements resulting from a Relocate Stay introduction must be arranged through Relocate Stay.

7. PROPERTY STANDARDS

Properties offered through our network must be clean, safe, functional and ready for guests on arrival.

This means the property should have:

– Clean bedding and towels where provided
– Working heating and hot water
– Working electricity and water
– Functioning appliances and facilities advertised with the property
– Working Wi-Fi where advertised
– Safe and suitable beds and furniture
– Appropriate access arrangements
– No known serious hazards

The property should substantially match the description and photographs supplied to us.

Things occasionally go wrong – we understand that. What matters is that issues are communicated and dealt with promptly.

8. SAFETY, COMPLIANCE & INSURANCE

You are responsible for making sure each property meets the legal, safety and insurance requirements applicable to its use as serviced accommodation.

Where applicable, this may include:

– Valid Electrical Installation Condition Report (EICR)
– Valid Gas Safety Certificate where gas is supplied
– Current Fire Risk Assessment and appropriate fire safety measures
– Appropriate fire doors where required
– Smoke alarms and carbon monoxide alarms
– Energy Performance Certificate (EPC) where applicable
– Appropriate building and/or property insurance covering serviced accommodation use
– Public Liability Insurance where applicable
– Professional Indemnity Insurance where applicable to your business activities
– Any other safety certificate, inspection or insurance requirement applicable to the property

You also confirm that any necessary permission to operate the property as serviced accommodation is in place where applicable.

Relevant documentation must remain valid throughout the booking.

Some corporate, insurance, relocation or project clients require compliance documents before approving accommodation. Where requested, you agree to provide current copies promptly and allow Relocate Stay to share the relevant documents with the client for their compliance or booking approval.

9. MAINTENANCE & SERIOUS ISSUES

The Accommodation Partner remains responsible for the operation, maintenance and condition of the property.

Relocate Stay will normally act as the main point of contact for the client and will contact you when an issue requires your attention.

Urgent problems affecting safety, heating, hot water, electricity, water, security, access or the guests’ ability to reasonably occupy the property should be treated as a priority.

Please keep us updated so we can keep the client informed.

If a property becomes unavailable, uninhabitable or unsuitable for continued occupancy, notify us immediately and work with us to find a practical solution.

Where possible, this may involve repairing the issue quickly, providing suitable alternative accommodation or assisting us while another option is arranged.

Any refund, credit or additional cost will be considered based on the circumstances and the agreed booking terms.

10. CANCELLATIONS, DAMAGE & SECURITY DEPOSITS

Once a booking is confirmed, we expect the accommodation to remain available for the agreed dates.

If you become unable to honour a confirmed booking, please tell us immediately so we can minimise disruption to the client.

Repeated cancellations, inaccurate availability or failure to honour confirmed bookings may result in removal from the Relocate Stay network.

If guest damage, missing items or excessive cleaning needs to be claimed, please provide reasonable supporting evidence such as photographs, videos, cleaning reports or repair/replacement invoices.

Any security deposit or additional property charge must be disclosed before the booking is confirmed.

11. CLIENT INFORMATION & CONFIDENTIALITY

Client and guest information provided through Relocate Stay should only be used for purposes connected with the relevant enquiry or booking.

It must not be used for unrelated marketing, direct solicitation or establishing a separate commercial relationship with the client.

Both Relocate Stay and the Accommodation Partner should also keep confidential commercial information private, including:

– Net accommodation rates
– Client information
– Booking details
– Commercial arrangements

Both parties agree to handle personal information in accordance with applicable data protection law.

12. OUR WORKING RELATIONSHIP

Relocate Stay manages the client relationship and coordinates accommodation enquiries, bookings and communication.

The Accommodation Partner remains responsible for the property itself, including its condition, operation, maintenance, safety and legal compliance.

Each party remains responsible for its own acts, omissions and contractual obligations. Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited.

You can ask us to remove a property from the Relocate Stay network at any time. We may also remove a property or operator account where there are repeated availability issues, inaccurate information, serious property or compliance concerns, failure to honour confirmed bookings or a serious breach of these Terms.

Any confirmed bookings already in place should continue to be honoured unless otherwise agreed.

These Terms may be updated from time to time as our platform and network develop. Changes will not retrospectively alter an already confirmed booking unless agreed by both parties.

These Terms are governed by the laws of England and Wales.The point of these Terms is not to make working together complicated. They simply set out what we can expect from each other: accurate information, fair rates, reliable properties, good communication and respect for the client relationships we build together.