VACAY23 – TERMS & CONDITIONS

Vacation Home: Vacay23

Location: 23 King Fisher Dr. Pecanwood Estate, Hartbeespoort, South Africa

Owner: Matt Iwersen **Email:** booking@vacay23.com**Website:** www.vacay23.com

These Terms & Conditions apply to all bookings and stays at Vacay23 (“the Property”). By making a booking, the guest (“the Guest”) confirms that they have read, understood and accepted these Terms & Conditions.

 1. THE PROPERTY

Vacay23 is provided as a private, fully furnished vacation home for temporary holiday accommodation during the confirmed booking period. The Property may only be used for the purpose of holiday accommodation and may not be sublet, transferred or made available to another person without the prior written consent of the Owner. Guests are required to comply with the rules and regulations of **Pecanwood Estate**, including applicable security, traffic, noise and community regulations. Parking is available at or near the Property, subject to the availability and rules of Pecanwood Estate. A specific parking space cannot be guaranteed unless expressly confirmed as part of the booking. In the unlikely event that Vacay23 becomes unavailable before arrival due to serious damage, safety concerns, essential repairs or circumstances beyond the Owner’s reasonable control, the Owner will make reasonable efforts to provide suitable alternative accommodation or agree an appropriate solution with the Guest. Where suitable alternative accommodation cannot reasonably be provided, amounts paid for the affected booking period will be refunded as required by applicable law.

 2. NUMBER OF GUESTS

The Guest must provide the correct number of occupants when making the booking. The maximum occupancy of Vacay23 is the number stated on the website or applicable booking platform and includes children and infants. Only registered guests may stay overnight at the Property. Additional overnight guests may only be accommodated with the prior approval of the Owner and may be subject to additional charges and the maximum occupancy permitted by the Property and Pecanwood Estate. Day visitors must comply with the applicable estate and Property rules and may be subject to prior approval and estate access requirements. The Guest remains responsible for the conduct of all members of their party and approved visitors.

 3. CHECK-IN AND CHECK-OUT

Standard check-in is from **15:00** on the arrival date. Standard check-out is by **10:00** on the departure date. Early check-in or late check-out may be requested and will be accommodated where reasonably possible. Such arrangements are subject to availability and are not guaranteed unless confirmed in writing. Guests should follow the arrival instructions provided before their stay. If a Guest expects to arrive significantly later than the agreed arrival time, they should contact Vacay23 in advance. If a Guest does not arrive and has not contacted Vacay23, the Owner may contact the Guest to establish their arrival arrangements. Where the Guest cannot be reached and the booking remains unused, the Owner may treat the booking as abandoned, subject to applicable law and the terms of the relevant booking platform. Early departure does not automatically entitle the Guest to a refund for unused nights.

 4. SPECIAL REQUESTS AND ADDITIONAL ARRANGEMENTS We are happy to consider special requests wherever possible. Any special arrangements, additional services, changes to the booking or exceptions to these Terms & Conditions should be agreed with Vacay23 in writing before they can be relied upon. **Pets are not permitted** at Vacay23 unless specifically authorised in writing by the Owner.

 5. BOOKING AND PAYMENT

A booking becomes confirmed once the required payment has been received and the booking has been confirmed by Vacay23 or the applicable booking platform. Payment schedules, deposits and outstanding balances will be communicated during the booking process and may vary depending on the booking platform used. Where a balance remains outstanding, it must be paid by the due date stated in the booking confirmation. Failure to make a required payment may result in cancellation of the booking, subject to the applicable booking terms and cancellation policy. Unless otherwise stated in the booking confirmation, normal accommodation-related utilities such as water, electricity and internet are included in the accommodation price. Certain services, activities or additional requests may incur separate charges.

 6. CANCELLATION

Cancellation terms may vary depending on the booking platform, rate selected and booking conditions accepted at the time of reservation. Where a direct booking is made with Vacay23, the applicable cancellation terms will be communicated to the Guest before the booking is confirmed. Unless otherwise agreed in writing, the following cancellation schedule applies to direct bookings:

No cancellation fee within 7 days of arrival.

The cancellation date will be the date on which written cancellation is received by Vacay23. Where the booking platform used provides different cancellation conditions, those conditions will take precedence for that booking. Guests are encouraged to consider appropriate travel and cancellation insurance. With the Owner’s prior agreement, a Guest may request that another person take over the booking, provided that the replacement Guest meets all booking requirements, occupancy limits and applicable estate requirements. Any reasonable administrative costs may be charged.

 7. GUEST RESPONSIBILITIES

Guests are asked to treat Vacay23, its furnishings, equipment, garden and surrounding areas with care and respect. Guests must:

* use the Property and its facilities responsibly;

* comply with all applicable Pecanwood Estate rules;

* respect neighbours and the peaceful character of the estate;

* observe the estate's applicable speed limit;

* observe quiet hours, particularly after 22:00

* report damage, faults or maintenance issues to Vacay23 as soon as reasonably possible;

* notify Vacay23 promptly if anything requires attention during the stay;

* keep doors, windows and other access points appropriately secured;

* dispose of household waste in the designated areas; and

* remove personal belongings when checking out. Guests should not make alterations to the Property or attempt repairs to appliances, electrical systems, plumbing or other installations without permission.

The Guest is responsible for any damage caused by the Guest, members of their party or approved visitors through intentional, negligent or improper use, subject to applicable law. Normal wear and tear is not considered damage.

8. HOUSE RULES To ensure that Vacay23 remains a peaceful and enjoyable environment for everyone, guests are requested to observe the following:

* No parties or events may be held without prior written approval.

* Excessive noise and disruptive behaviour are not permitted.

* Quiet hours apply from 22:00 in accordance with the requirements of Pecanwood Estate.

* Smoking is not permitted inside the house or garage. Smoking outdoors is permitted provided that cigarette butts are disposed of safely.

* Pets are not permitted unless specifically authorised in writing.

* The maximum permitted number of overnight guests must not be exceeded.

* Guests must comply with all Pecanwood Estate security and access requirements.

* The estate speed limit and all traffic regulations must be observed. These guidelines are intended to help everyone enjoy a comfortable and relaxing stay.

9. DAMAGE AND BREAKAGES

Guests should notify Vacay23 as soon as possible if any item is accidentally damaged or broken. We understand that accidents can happen and appreciate guests being open and transparent so that issues can be resolved quickly. Where damage or loss results from intentional, negligent or improper conduct, the Guest may be responsible for the reasonable cost of repair or replacement, subject to applicable law. The Guest will not ordinarily be responsible for reasonable wear and tear.

10. MAINTENANCE AND SERVICE ISSUES

Vacay23 will make reasonable efforts to ensure that the Property, facilities and amenities are maintained in good working order. If a problem occurs during a stay, Guests should notify Vacay23 as soon as possible so that we have a reasonable opportunity to investigate and, where possible, resolve the issue during the stay. Guests are asked to provide reasonable access to the Property where maintenance or repairs are required. Wherever reasonably possible, advance notice will be provided. No refund or compensation will automatically arise from a minor maintenance issue that is promptly addressed. Any remedy for a material service failure will be dealt with in accordance with applicable law and the circumstances of the booking.

11. PERSONAL BELONGINGS AND SECURITY

Guests are responsible for their personal belongings and valuables during their stay. Guests should take reasonable precautions to secure personal possessions and the Property. To the extent permitted by law, Vacay23 and the Owner are not responsible for loss, theft or damage to personal belongings unless caused by circumstances for which the Owner is legally responsible. Any lost property found at Vacay23 should be reported to us. Where practical, we will attempt to arrange its return. Reasonable postage, courier or handling costs may apply.

12. LIABILITY

Vacay23 and the Owner will take reasonable steps to provide a safe, clean and comfortable accommodation experience. Nothing in these Terms & Conditions is intended to exclude or limit any liability that cannot lawfully be excluded or limited under South African law. Subject to applicable law, the Owner will not be responsible for loss or disruption resulting from circumstances beyond the Owner's reasonable control, including severe weather, natural events, utility interruptions, security or estate-related disruptions, government actions, infrastructure failures or other unforeseen circumstances. The Owner will make reasonable efforts to assist Guests where such circumstances affect their stay.

13. FORCE MAJEURE

If circumstances beyond the reasonable control of Vacay23 make the Property unavailable or materially affect the booking, Vacay23 will communicate with the Guest as soon as reasonably practical and seek a reasonable solution. Depending on the circumstances, this may include alternative arrangements, rescheduling or a refund where required by applicable law or the applicable booking terms.

14. PRIVACY AND PERSONAL INFORMATION

Vacay23 respects the privacy of its Guests and processes personal information in accordance with applicable South African law, including the **Protection of Personal Information Act 4 of 2013 (POPIA)**. Personal information may be collected and processed for purposes including managing bookings, communicating with Guests, processing payments, providing accommodation services, complying with legal obligations and maintaining the security of the Property. Further information is available in the Vacay23 Privacy Policy published on www.vacay23.com.

15. PHOTOGRAPHS AND DESCRIPTION OF THE PROPERTY

Vacay23 aims to ensure that photographs, descriptions and information published on its website and booking platforms accurately represent the Property. From time to time, furnishings, décor, equipment or other amenities may change as part of normal maintenance, upgrades or improvements. Where changes are made, Vacay23 will endeavour to maintain the overall quality and character of the accommodation. Photographs may not always reflect minor changes made after publication.

 16. Pecanwood Estate RULES

Vacay23 is located within **Pecanwood Estate**, and Guests are required to comply with the estate's rules, regulations and security requirements. These may include requirements relating to:

* vehicle access and registration;

* speed limits;

* visitor access;

* noise;

* use of communal facilities;

* security procedures;

* parking;

* recreational activities; and

* general conduct within the estate.

The Owner cannot guarantee access to estate facilities or services where those facilities are closed, restricted or unavailable due to estate rules, maintenance, weather or circumstances outside the Owner's control.

17. COMPLAINTS AND RESOLUTION

We want every Guest to have an enjoyable experience. If you experience a problem during your stay, please contact us as soon as possible at **booking@vacay23.com** or through the contact details provided with your booking. Giving us the opportunity to address an issue while you are staying with us allows us the best opportunity to resolve it quickly.

18. CHANGES TO THESE TERMS

Vacay23 may update these Terms & Conditions from time to time. The Terms & Conditions applicable to a booking will generally be those presented to and accepted by the Guest when the booking is made, unless a change is required by law or otherwise agreed with the Guest.

19. SEVERABILITY

If any provision of these Terms & Conditions is found to be invalid, unlawful or unenforceable, the remaining provisions will continue to apply to the extent permitted by law. The parties will seek to replace any invalid provision with a lawful provision that most closely reflects the original intention.

20. GOVERNING LAW

These Terms & Conditions are governed by the laws of the **Republic of South Africa**. Any dispute will be dealt with in accordance with applicable South African law and the jurisdiction of the appropriate South African courts or other competent dispute-resolution forum. Nothing in these Terms & Conditions limits any rights or remedies that a Guest may have under mandatory South African consumer-protection legislation.

# 21. CONTACT DETAILS

Vacay23

Owner: Matt Iwersen

Address: 23 King Fisher Dr, 0216 Hartbeespoort, South Africa

Email: booking@vacay23.com

Website: www.vacay23.com

We look forward to welcoming you to Vacay23 and hope you have a wonderful stay in Pecanwood Estate.