Occupancy Licence Agreement – Terms and Conditions

By booking, occupying and using the facilities of Tudor Cottages – 1389 Mt Dandenong Tourist Rd, Mt Dandenong VIC 3767, you hereby agree to strictly abide by the following terms & conditions.

 

Section 1:  Payments (for bookings made on www.tudorcottages.com.au)

Payment can be made by:

Credit Card [Visa, Mastercard, American Express (3.5% administration fee)]

Bank Transfer (please e-mail us if you would like to pay by direct transfer, not available for bookings that commence within 7 days).

 

To commence your stay, we will need the following payments and additional items prior to arrival:

Full payment (taken as per the payment/cancellation policy stated on your booking confirmation)

Full name, residential address, email address, photo licence and/or passport & mobile phone details. Guests staying more than 20 nights must also provide a copy of their drivers licence or passport and two additional forms of ID (EFTPOS or credit card, medicare card, student card, proof of age card).

When applicable, guests must hold the required exemption to stay at our venue for emergency or a permitted purpose during COVID lockdown restrictions.

Acceptance of our Terms & Conditions (your booking confirmation and/or payment constitutes acceptance of our Terms and Conditions).

 

Section 2:  Confirmation Protocol (for bookings made on www.tudorcottages.com.au)

All reservations will only be considered confirmed on the following terms and conditions. A valid Credit Card and other mandatory guest contact information must be included in the Online Reservation form. The information is protected by SSL encryption to ensure maximum security of guest information. Once completed the Online system will generate an email to the guest advising their reservation request has been successfully sent to the booking coordinator. Guests must ensure they possess this document to ensure their reservation has been received by the property.

The booking coordinator will process payment from the credit card used in the Online Reservation form. If the payment/credit card is declined, we reserve the right to cancel the booking, or contact the guest to make alternative arrangements.

 

Section 3:  Cancellations (for bookings made on www.tudorcottages.com.au)

No refunds will be made for any cancellation. All bookings are subject to the specific cancellation terms stated on your booking confirmation and may vary from the specific cancelation terms listed below.  All cancellations must be notified in writing by email. Please note that our cancellation policy will apply, regardless of coronavirus (COVID-19)-related events. We recommend all guests obtain travel insurance to protect them from unforeseen circumstances.

 

(a) 14 days prior to arrival

If a cancellation occurs 14 or more days prior to the arrival date set out in the confirmed booking and the reason for the cancellation is accepted by property management, then we will endeavour to replace the booking with an alternate booking for the same dates and booking value. If this occurs, the money paid for the booking can be re-allocated and will be put towards the cost of a future comparable date requested by the guest. However, the re-allocation to a future date will be subject to the discretion of Property Management and also subject to availability and any other appropriate restriction set down by management (ie.holiday periods and any minimum stay requirements etc.). A re-allocation administration fee of $50.00 will apply to all approved re-allocated bookings.

 

(b) Within 14 days of arrival

All cancellations received within 14 days of arrival will be charged the full amount of the booking (if not already paid) and no re-allocation will be offered. Under the circumstances set out in this clause, the guest accepts that we are entitled to charge the guests credit card for the balance of any unpaid monies remaining in respect of the cancelled booking.

 

Management reserves the right to terminate any booking at any time without refund or compensation. If the guest is responsible for this cancellation - including, but not limited to, matters where we feel a guest has given false information or may damage the property/business - no refund will be given.  If we are responsible for cancelling the booking, due to unforeseen circumstances including but not limited to maintenance issues and damage to the property or its facilities that make it unable to accommodate guests, we will refund the accommodation fee, offer alternative accommodation or reschedule the booking for alternative comparable dates. This rule only applies if the damage to the property was not a result of any action that the guest or associated person/s has taken to damage the property. We reserve the right to inspect the venue during a guest’s stay when we feel required. We reserve the right to reject any stay and seek the guest’s immediate removal from the venue. Failure to vacate the venue when requested may result in legal action and costs against the guest. We reserve the right to refuse occupancy if payment is not made in full and if identification requirements are not met. No refunds will be given if a guest fails to stay on the dates they have booked (e.g. no shows).  If any portion of the rental period is cancelled by the guest after arrival no refund will be given.  Appropriate insurances should be obtained to protect against any unforeseen changes or issues. We provide all guests with detailed information about their booking and check-in procedure as well as a code to access the property.  This information is sent to the guest by email and/or text message before their arrival. Guests are required to bring this information with them to avoid any issues with their arrival.  If a guest fails to bring with them, the information provided and as a result cannot access the property, no refund will be given for their stay. If guests do not receive this information within 8 hours of their stay, they must please email/text message us urgently so that we can ensure the relevant information is provided to them before their arrival. Failure to do this may result in issues with their check-in at the property if we cannot be contacted upon their arrival.

 

Section 4:  Changes to dates (for all bookings, including gift certificates)

Once the rental booking has been confirmed by us, we will consider amendments received from the guest within 24 hours of the initial submission, subject to availability.  We will endeavour to accommodate any changes outside of this time but cannot guarantee this and therefore our cancellation policy applies. Changes cannot be made at the commencement of your stay and the full cost your occupancy is required prior to arrival.

 

Section 5:  Contact us

If a guest has any issues regarding their stay, they must contact us in writing at the email address provided on this website. Alternatively, a text message can be sent to our Customer Care Department at 0417956887.

 

Section 6:  Arrival/Departure Times

Arrival time is after 2:00 PM.  Departure time is before 11:00 AM.  Arrival and Departure times are subject to variations and we reserve the right to vary them at any time.  Guests staying past the required departure time, and arriving prior to the required arrival time, will be charged a minimum of one-half (1/2) the daily rental rate.  If a guest plans to arrive after 5:00 PM, they accept that we are not liable for any injuries or delays in maintenance/assistance that may occur as a result of their late arrival.  Therefore, no compensation will be considered for issues encountered in instances of guest arrival at the property after 5:00 PM.

 

Section 7:  Lock Boxes

Guests will be given a code for the lock box, along with detailed instructions on how to open this box when they arrive and close it again when they depart.  Guests must ensure that they read and understand these instructions as there is a $150 charge if the lock box is damaged and/or code reset.

 

Section 8:  Property Maintenance & Issues

All property maintenance and cleaning is either conducted by us and/or approved licensed contractors. We have a high standard of maintenance and employ a range of dedicated maintenance personnel that are available to remedy almost any unforeseen issues a guest may have during their stay. Understandably, all property issues and maintenance matters cannot be foreseen or predicted. Therefore, guests are required to inform us immediately if something has been discovered that needs urgent attention. If a maintenance issue has occurred, we will attempt to troubleshoot over the phone with the guest, in order to resolve the matter. If the guest refuses to assist the consultant with resolving the issue over the phone and a technician is required to attend to an issue that could have been resolved over the phone, or the error is caused by the guest, then cost will be incurred by the guest for the technician to attend. We endeavour to remedy any maintenance or cleaning issue promptly during a guest’s stay, however we cannot guarantee the issue will be rectified during their time there as this may be reliant on outside factors, e.g. available trade’s people, guest convenience etc.. Refunds and discounts will not be given if the guest fails to contact or reply to us about a matter at the time of awareness. If the issue cannot be resolved during a guest’s stay an appropriate discount may be applied to their stay. If the guest is not satisfied with the way the issue has been attended to and decides to vacate the property before the end of their stay, they must notify us in writing, prior to their departure, of their intention to vacate. An investigation must then be undertaken by Yarra Ranges Accommodation to ensure all matters have been attended to by us and our contractors appropriately. Refunds will only be given if on completion of this investigation the property has been deemed uninhabitable, unsafe or the issue was not resolved.

 

Section 9:  Guest Amenities

The property will be cleaned prior to guest arrival.  The property should also be left clean and tidy upon guest departure, with the exception of linen and towels which will be changed on departure. We do not expect the guest to wash the linen provided to them prior to their departure.  Each property is supplied with some cleaning products, cleaning sponges, cloths, broom/dust pan or vacuum cleaner/dust buster to enable the guest to keep the property clean during their stay.  Guests may need to replenish these cleaning products during their stay (for their own use).  We will supply the guest with an initial amount of soap, shampoo, conditioner, dishwashing liquid and toilet paper.  However, if this runs out the guest must purchase their own.  No laundry detergent will be supplied.  Milk for tea and coffee is not supplied.  A washing machine & dryer may not be available, and therefore guests are advised to make prior arrangements if required.

 

Section 10:  Upon Your Departure

On departure guests must ensure the property is left clean & tidy.  If a dishwasher is provided, please load it and start the cycle, the clean dishes will then be put away by our cleaning staff. If a dishwasher is not provided, please clean and rinse all dishes and leave them on the drying rack to be put away by our cleaning staff.  The property needs to be left in a clean and tidy state, however we do not expect guests to vacuum, mop or do any deep surface cleaning or laundry.  All trash is to be disposed of in the proper receptacles that are provided at the property (recycling, rubbish, etc). We proudly use local cleaning contractors to thoroughly clean, prepare and maintain our properties.  After years of managing various properties, appropriate cleaning ratings have been established to ensure our properties are suitably prepared within a reasonable time frame and we expect the same care and respect when our tenants depart the properties.  If our cleaning contractor determines that the property has not been left in a reasonable state and thus this cleaning time is exceeded, further charges will apply for the extra cleaning costs. Common situations that result in additional charges being applied include, but are not limited to, leaving dirty dishes out or not cleaned properly, dirty muddy shoes worn inside, children’s hand prints on multiple surfaces, grease spatters on stovetop, splashback & counters, spillages and/or burnt on food left in the oven, large spills inside the fridge or on the countertop and down the front of cupboards in drawers  etc, furniture being moved, excessive scuff marks on floors and surfaces, wax spillage, spills on carpets/furniture, excessive pet hair, damaged items and a general neglect or care toward the facilities. Extra cleaning charges will be billed at $50 per 30min block.  It is the guests responsibility to leave the property clean & tidy.

 

Section 11:  Occupancy

Only registered guests with valid identification (photo ID and current residential address details) will be allowed to occupy the premises. Photo ID may be required to be shown to us prior to check-in at the property and this ID may be copied or photographed for security purposes. The rental price provided is for 1 to 2 people (unless stated otherwise on the booking confirmation).  Each additional person incurs an additional charge.  The additional charge can be given on request.  If a guest arrives with more individuals than notified, is not the registered guest or cannot provide valid identification, no one will then be permitted to enter the property, and no refunds will be issued.

 

Section 12:  Additional bedrooms & bedding (for sofa beds)

Our prices are based on a couple (2 adults) sharing the same bed.  During occupancy when only 2 guests are staying at the property, any additional bedrooms and bathrooms will be locked and unavailable for use. Additional bedrooms and bathrooms can be unlocked or linen provided for the sofa bed for the additional person charge per night.

 

Section 13:  Breakages, Theft & Relocation of furniture

Upon arrival, guests must notify property management of any damage to the property or its contents as well as report any items that may be missing from the property. Failure to do so may result in costs being sought from you for damage repair or replacement of items. All breakages, damages, or missing items must be paid for, plus time & effort involved to cover replacement or repair costs. If the guest has moved any furniture during their stay, they must return it to its original position (the position it was in when they arrived) prior to their departure.  If any furniture is damaged as a result of it being moved from its original position in the house the guest will be charged for repair/replacement.  If our cleaning staff has to move furniture back to its original position after a guest’s stay there will be a $100 charge.

 

Section 14:  Smoking

All properties are non-smoking.  Where applicable, ash trays are provided outside.

Smoking indoors will attract a $300 fee.  It is unlawful to smoke in a non-smoking premises and legal charges may apply.

 

Section 15:  Candles

Candles are not to be used at the property at any time.  This is due to fire risk and we consider dripping of wax from candles onto any surface as destruction of property.  Additional fees will apply for candle wax dripped onto any surface.  This fee is a minimum of $100 for basic cleaning and removal of wax, however, the fee could be significantly greater if furnishings (including carpet) need to be replaced due to wax damage.

 

Section 16:  Parking & vehicle facilities

Off street parking is available at most properties for 1 vehicle. Guests are required to confirm whether they require parking or not prior to arriving for their rental booking.  We are not responsible for any damage or theft of vehicles parked on or near our property.  Parking is at your own risk. Please be respectful of other guests - If a guest has more than 1 vehicle, the additional vehicle/s will need to be parked in the surrounding streets.  Do not park vehicles in any spot other than that which is allocated and labelled for the property you are occupying.

 

Section 17:  Goods kept at property

We are not liable under any circumstances for loss, theft or damage to a guest’s property/belongings, or personal injury.  We advise the purchase of appropriate insurance to cover all unforeseen circumstances such as injury and/or loss/damage to your personal belongings.

 

Section 18:  Goods left at the property

If items are left at the property upon a guests departure, they must organise with us an appropriate date and time to either attend the property to collect the items or arrange (at their cost) a courier service to collect the items from the property on their behalf and deliver them to the guest. We are unable to arrange our staff and contractors to collect the items from the property and post them back to the guest. If items are not claimed immediately they will be given to a local charity or disposed of.

 

Section 19:  Provision of Firewood

We endeavour to provide firewood for our properties that have a wood fireplace.  However, due to occasional firewood shortages, environmental restrictions and weather conditions firewood may not always be provided and it is recommended that guests bring their own firewood with them if they wish to use the fireplace during their stay. Although we try to provide firewood, the fireplaces/wood-heaters are not a source of heat for the property, nor any part of the payment, and therefore we are not obliged nor can provide firewood consistently. If the guest desires to have a wood fire and wants to ensure firewood is available they may wish to purchase a bag at any local supermarket or petrol station, or simply purchase firewood to be delivered directly to their cottage at the time of making their booking. The additional supplier cost of firewood is indicated on our website booking form, in the guest information compendium in the cottage or by contacting our customer care team.

 

Section 20:  Severe weather – Dandenong Ranges Properties

From time to time the Dandenong Ranges are subject to severe weather.  This weather can result in power failure, loss of television reception, and damage to the premises (dwelling or surrounding property).  We will not accept responsibility for any severe weather that causes power outage, interruption in television reception or damage to the property or its inhabitants.  No refunds or discounts will be given (See Cancellation Policy). The Dandenong Ranges are subject to high fire danger.  Each person/s must obey the strict rules that apply to Total Fire Ban days.  These rules, and other sources of valuable information that can help during a Total Fire Ban day, can be found at www.cfa.vic.gov.au.  If a guest decides to evacuate the premises on a Total Fire Ban day when the fire rating is Extreme or Catastrophic, they have the option to reschedule their booking for an alternate day.  Rescheduled bookings are only available for a Monday-Thursday night stay, regardless of the original day of week booked and are subject to availability.  Please note that a $100 rescheduling fee applies.  The guest must contact us in writing (via text message or email), to notify us of their plans to vacate and we must confirm receipt of this communication before any rescheduling will be allowed.  Guests are to leave prior to 8 am of the Total Fire Ban day and must not return to the property before 8 am the following morning.

 

Section 21:  Electric Blankets

Electric blankets are provided at some of our properties for the comfort of our guests during the cold winter months.  You must ensure an electric blanket is not left on while the property is unattended or whilst sleeping.

 

Section 22:  Wildlife

Each time the property is cleaned, all spiders, flies, millipedes and other insects are removed and the property is sprayed with a long acting surface spray.  This surface spray is designed to prevent cobwebs and kill insects when they come into contact with it.  It is impossible for us to prevent spiders, flies, millipedes and other insects from entering the property between the time it is cleaned and guest arrival.  Possums may also find their way into the roof or wall and they are also known to jump from trees onto the roof making a very loud noise.  Possums also have a very loud territorial call that may be frightening to some guests.  We will not ask our cleaning or maintenance contractors to attend the property to remove dead, or alive, spiders, flies, millipedes and other insects, mammals or marsupials during a guest stay and no refund, discount or exchange will be given.

 

Section 23:  Food Hampers/Breakfast Provisions

Breakfast provisions may be included in your tariff. In an effort to reduce food wastage, please let us know if you have alternate breakfast plans for any, or all, of your mornings with us and will not require a breakfast hamper.  Please email us as soon as possible with any alterations to your breakfast order and also let us know if you have any special dietary requirements.  Additional breakfast provisions are available, on request, so please don’t hesitate to let us know if you would like a bit extra of any hamper items during your stay. If your tariff does not include breakfast provisions, a food hamper can be added to your booking at an additional cost. If you wish to include a food hamper with your tariff, it must be selected and paid for upon confirmation of your stay. If you would like to organize a last-minute hamper, and have not done so at the time of booking, please contact us by e-mail/TXT message to ensure last-minute delivery is possible.  Full payment must be made prior to hamper delivery. From time to time, if a product listed in the hamper description is not available, it will be substituted with a comparable product at the suppliers discretion.

 

Section 24:  Marketing, Specials, Offers & Discounts

From time to time we offer discounts and specials that are published either on our websites or through our various other rental advertising mediums. All special offers/prices/discounts are subject to availability and are not available on all dates and black-out dates do apply.  Special offers/prices/discounts are only available for bookings made on the website on which they are stated.  Special offers/prices/discounts must be applied to the booking at the time of making the booking and discounts will not be given to bookings that have already been made/confirmed. All offers are subject to our terms and conditions and the requirements as specified. If you wish, or do not wish, to receive these offers please contact us via email.

 

Section 25:  Security Deposit & Payment of Additional Charges

The credit card used to make your booking will be debited in the event that there are outstanding charges, cleaning fees, damages, or losses caused to the property as a result of your occupancy.  You are liable for any outstanding charges and/or the repair or replacement value of damage or losses to the property regardless of the amount.  You are also liable for any time and effort involved in replacing any item that has been damaged or lost/stolen.  The registered individual or signatory is responsible for all other individual/s that they allow into the property and will be liable for any damage, theft, or any misconduct caused by themselves or any other invited person/s, regardless of whether the registered individual is present or not at the time of the incident/s.  For the avoidance of doubt, the authorised signatory is liable for any breach of these terms and conditions caused by individual/s in which the authorised signatory has allowed to occupy the premises. Additional fees will automatically be charged to the credit card you provided for your booking.  If we are unable to charge the credit card provided, you will be issued with an invoice that must be paid within 7 days.  Please note that our parent company is a registered member of Equifax and any non-payment will result in a default listing issued against your name.

 

Section 26:  Booking.com

All bookings made on Booking.com are immediately subject to the cancellation policy stated on your booking confirmation (regardless of if payment has been taken).  If payment is unable to be taken at the time of booking due to incorrect credit card information or insufficient funds, we will contact you and you will have a specified amount of time to provide full payment.  During this time, your booking dates may not be reserved and may be available to be booked by other parties. If payment is not received within this time period, your dates will not be reserved and you will be issued with an invoice for the appropriate amount as per our cancellation policy.  Please note there is a 3% surcharge on payments made with American Express card.

 

Section 27: Bookings made through third party online travel agencies (OTA’s)

All bookings made via an OTA are subject to the terms and conditions stated on this website in addition to the terms and conditions stated on the OTA’s website.  Guests are required to provide us with full contact details (full name, email address, residential address, mobile phone number, photo drivers licence or passport, etc) prior to arrival. Guests will not be permitted to occupy the property until this information is provided. Please note that the cancellation policy stated on your booking confirmation will apply, regardless of coronavirus (COVID-19)-related events. If a guest needs to cancel their booking that was made via an OTA, they must do so directly with the OTA in which they made the booking.  If a booking made through an online travel agency (e.g. booking.com, Expedia, Wotif, Hotels.com, Agoda, Air BNB, HomeAway, etc) has been approved by management for a refund/discount/booking alteration, the applicable amount will be based solely on the NETT payment value for that booking.

 

Section 28:  Acknowledgments & Complaints

Upon confirming your rental with us you acknowledge and confirm to abide by the associated terms and conditions specified. All complaints are required to be lodged in writing via e-mail, in order for us to initially review the matter. All formal complaints received will be investigated promptly and a response given in writing either via e-mail or mail once the matter has been fully reviewed and determined. Please note formal complaints will not proceed and additional costs may be sought from you if another intermediary is also reviewing the matter, or you have submitted the matter to any other entity. If you are not satisfied with the outcome of the formal complaint you can contact Consumer Affairs for further information. You acknowledge that legal costs may be sought from you if legal counsel is retained by us to handle your matter. Generally, this will occur if you refuse to lodge a formal complaint with us, and/or seek to proceed with matters via another forum, therefore not giving us the reasonable opportunity to investigate and review your matter. False or defamatory complaints made by individuals to outside organisations are considered very serious and will immediately be forwarded to our legals for further action.

 

Section 29:  Publishing negative or disparaging reviews

By booking and staying with us you waive the right to publish negative or disparaging reviews unless you have undertaken the following actions and requirements.  

1) You must have stayed at our venue for the entirety of your booking; and/or, 

2) Pursuant to section 8, raised any issues or matters that had occurred whilst at the venue.  

3) You must have filed a complaint with our dispute resolutions team, where a full determination was made.

 

Important: We treat all reviews seriously and consider that all reviews must be true, factually accurate and can be substantiated with supporting evidence. Failure to comply with the above is considered a breach and will result in legal action to remedy any loss and damages caused. 

Some examples of negative or disparaging reviews include, reviews with a rating that is less than 75%, and/or reviews that raise matters or issues that were not submitted to us in the first instance in accordance with these terms and conditions, and/or guest has failed to reply/assist in allowing us to resolve the matter/s.

 

A preliminary investigatory base minimum cost of A$1,000 may be charged to address any breach. Further quantification of further loss, damages and costs will be established and determined thereafter.

 

Section 30:  Eviction of guests from premises

We reserve the right to reject access or remove any guests/occupants from the premises where we have determined they may cause risk, harm or nuisance to other guests, staff, venue facilities and the business. This also includes, but is not limited to, threats and acts of disparagement, defamation, deception, misrepresentation and slander to the business, staff and other patrons. Failure to vacate the premises when requested will be considered trespassing and immediate and appropriate action will result. This may include contacting relevant authorities to have you removed and/or escorted from the venue. If you are not present at the premises when this request has been made, your belongings will be removed and relocated to a storage facility at your cost. No refund will be provided, and any costs and damages incurred as a result will be sought from you.

 

Section 31:  Pet approval and pet surcharge

Guests must obtain pre-approval and pay the pet surcharge for each pet that they wish to bring with them to the venue. Once the approval is made and the pet surcharge is paid, a Pet Approval Code will be issued and must be provided in your check-in form. No pets are permitted at the venue without a Pet Approval Code. 

The pet surcharge covers additional set-up costs prior to guest arrival and a standard commercial pet cleaning service. i.e. extra vacuuming with animal fittings, de-odourising and minor fumigation. 

The pet surcharge does not include cleaning of animal faeces, urine, vomit, blood, excessive mud/dirt, or excessive shedding of hair. These items will be charged at an additional $50 per 30-minute block to clean. There is no outdoor fenced-in area or yard, so pets must be on a leash at all times when outside and their droppings must be picked up and disposed of in the outdoor garbage bin. Any damage to the property will attract an additional cost. All pet owners take full responsibility and liability for any harm or damage caused by their pets when entering the premises. We do not cater for cats, rabbits, birds or ferrets.

If pets are brought on to the premises without a Pet Approval Code, a min. $200 fee will apply to undertake a comprehensive pet cleaning service.

 

Section 32:  Privacy Policy

The privacy of personal information is always important to us. We are committed to respecting our guests right to privacy and protecting their personal information.  All information gathered is held in our property management system (PMS) and shall only be used for the purpose of a guest’s rental with us (including payment, provision of booking & check-in information, verification of identification, agreement to our terms and conditions, and security deposit).  We may disclose your personal information to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, including to enforce our terms of use or any other agreements or (iii) to protect your vital interests or those of any other person. Please contact us for the most up to date IT security information from our PMS. Our privacy policy applies to all of the guest’s dealings with us whether over the phone, website, e-mail or fax transmission.  Although we uphold the highest form of security protocol, unfortunately, we cannot guarantee 100% security in online dealings.

 

Section 33:  Amendments

We reserve the right to change these Terms and Conditions at any time, and without notice.  We are privately owned, and the management reserves the right to refuse service to anyone.

 

Section 34:  Liability and Indemnity

By booking, occupying and using the venue facilities you hereby indemnify us against any and all loss, damages, claims, liability, expenses, payments or outgoings incurred by or awarded against us arising directly or indirectly from any breach of this agreement or consequence arising from the use of our services and facilities.