ACCEPTANCE & RESPONSIBILITY
You agree to be bound by and accept these Terms & Conditions in their entirety upon lodgment of a Pending / Confirmed Booking.
In addition to any other rights Hearn’s Port Fairy Accommodation or the Owner / Landlord may have at law or in equity, Hearn’s Port Fairy Accommodation has the right to recover any associated monies from the booking guest should the following terms and conditions not be abided by.
GUEST BOOKINGS
Bookings are accepted by Hearn’s Port Fairy Accommodation in good faith as a managing agent on behalf of property Landlords / Owners. Hearn’s Port Fairy Accommodation cannot be held responsible for actions taken by the owner of the premises or other occurrences which are outside of our control such as the following:
1. The property is sold
2. The tariff has increased prior to your occupancy
3. The property is altered in any way
4. Malfunction of the inventory articles
5. The property is withdrawn from letting
Upon booking, the guest hereby accepts the premises as acceptable and cannot be relocated. Hearn’s Port Fairy Accommodation accept no responsibility for mis-description for bookings taken over the phone. We invite you to view the property prior to confirming your booking.
BOOKING SIGHT UNSEEN
We encourage guests to view properties online at www.portfairyaccom.com.au prior to booking any property or viewing properties via personal inspection. We will accept no responsibility for any changes to properties, or misconceptions of properties based upon bookings made without personal inspection.
Every effort is made to keep inventories and photographs up to date however; properties are individually owned and changes made by the owner can be done so without notice to the managing agent; this may mean that information online may fail to be changed prior to your occupancy.
Hearn’s Port Fairy Accommodation, Landlords / Owners, will not be held responsible / liable for any omissions made on the website. Hearn’s Port Fairy Accommodation will not be held responsible for failure of utilities, essential services or alike should it / they cease to function.
DEPOSIT
To secure a booking with Hearn’s Port Fairy Accommodation; a 30% deposit of the total tariff amount is required inclusive to a non-refundable booking fee of $35.00.
We accept any of the following payment methods…
Direct Bank Transfer, Secure Online Payment by Credit Card (Visa, MasterCard) – does incur a 1.32% processing fee and Debit Card.
Credit Card details will be held in lieu of a bond on our booking system. By lodging a booking with Hearn’s Port Fairy Accommodation; the booking guest agrees to a pre-authorization of any charges to be charged to this credit card, without notice or demand, in the event of any loss or expense arising from breach of the agreement to rent any holiday accommodation property(ies), their occupation of the property or damage to the property (see Damage / Repairs / Loss).
FINAL PAYMENT
The balance of total tariff is due 30 days prior to arrival. This is payable by any of our outlined payment options. If we have not received final balance payment 14 days prior to your arrival, we will automatically charge your held credit or debit card with your balance payment.
Property access information will be withheld until total tariff is paid. In the instance that you make a last minute booking, we may require proof of payment before access information is provided.
CLEANING
If, upon arrival, the property fails to meet acceptable cleaning standards, every endeavor will be made to rectify the problem, you are required to contact our office immediately so we can do so. This shall not constitute grounds for cancellation or refund.
Service cleaning is offered on reservations of 8 nights or longer. A service clean includes fresh towels and a surface clean on day 4 of your stay. You can request a service clean on bookings shorter than 8 nights for a fee (dependent on property size and number of guests). Hearn’s Port Fairy Accommodation reserves the right to decline a service clean on reservations shorter than 8 nights.
DOUBLE BOOKING
If a double booking occurs (note: this is extremely rare but computer / human error can occur), the first booking taken will take precedence. In this instance, if available, every endeavor will be taken to find you an equivalent property within the Hearn’s Port Fairy Accommodation’s portfolio.
If we have no properties available, all monies paid will be refunded in full (PLEASE NOTE: we have no control over third party booking portal cancellation fees).
CANCELLATION POLICY
In the event a booking guest may need to cancel, the following cancellation policy will be applicable. We thank you in advance for your understanding of the need to have these fees in place.
1. Booking fee(s) totaling $35.00 per booking are non-refundable
2. All booking cancellations will incur a $100.00 cancellation fee (usually deducted from monies already paid)
3. 30 days’ notice is required for cancellation of any booking(s).
4. Cancellation request(s) must be done so via email / in written form.
5. If you cancel less than 30 days prior to your arrival date, the booking funds will be forfeit in full and the booking guest(s) will be held liable for the full tariff amount / monies in their entirety.
6. Under no circumstances will refunds will be given for early departures or shortening of stays within the cancellation policy requirements i.e. 30 days’ notice or less.
LINEN
All properties are supplied with bedding, linen and bath towels. Bunk beds will have linen provided but will not be made upon arrival. If you plan on going for a swim in the ocean, please bring your own beach towels, use of bath towels outside of the property is prohibited.
GIFT VOUCHERS AND ACCOUNT CREDITS
Gift vouchers and credits are not redeemable for cash. Vouchers and credits are subject to availability and minimum stay periods. Gift vouchers and credits are subject to an expiry date and will not be extended beyond this date. Credits are a monetary value and not a ‘nightly stay’ value.
AFTER HOURS ASSISTANCE
If you are staying with us and require emergency after-hours assistance, please TEXT 0418 529 816. Please note that this line is STRICTLY for emergencies only and fees will apply to non emergent call outs.
If your concern is not an emergency, please email [email protected] as this inbox is regularly monitored outside of business hours and matters will be responded to accordingly. Non-emergent matters will be responded to during business hours.
PLEASE NOTE: Wi-Fi issues are not considered an emergency and will not be handled afterhours. Wi-Fi in Port Fairy can be unreliable at times so we recommended taking this into consideration when making reservations. Free Wi-Fi can be accessed at the Port Fairy Tourist Information Centre as well as the Port Fairy Library. Additional heating can not and will not be provided during your stay. All of our properties offer heating sources, please contact us if you require specific heating needs prior to making a reservation. Heating is only considered an emergency if the main source of heating ceases operation, for example if the property has a gas log fire and a split system and the gas log fire will not ignite, this is NOT an emergency. If the property has central heating only and stops working, this is considered an emergency.
We will require the following details so we can endeavor to assist you as best we can
– Your booking name(s)
– Phone / contact number
– Property name and address if you are aware
– Description of the emergency situation
– Location of the emergency situation
The emergency only after-hours phone will be checked regularly. We will endeavor to have the issue addressed as soon as possible for you. (Please note that we do require authorization from individual owners if a tradesperson should need to be called.)
If we deem that your issue not an emergency, we will contact you within business hours with assistance options.
ARRIVAL AND DEPARTURE
Check In is 3.00pm on the day of arrival and Check Out is 10.00am on the day of departure.
A $60.00 penalty fee, per hour, will be charged for late check-outs unless prior arrangements have been organised with a consultant. Should an unauthorised late check-out interfere with our housekeeping staff schedule(s) and/or forward bookings, you will be on forwarded time per hour, per cleaner accordingly.
Early Check In’s / Late Check Out’s are not available during peak periods or for back to back bookings and are only authorised at managements discretion. Arrival and departure requests will only be responded to during business hours.
CLEANING
The property is to be left in a clean and tidy state upon departure.
This is inclusive but not limited to the following; dishes washed, dried and put away, including items in the dishwasher prior to departure. Any utilised items not cleaned or put away will incur an additional $ 30 fee.
All food and Persihable items are to be removed from refrigerator(s) and/or cupboards and disposed of in the bins provided. A fee of $ 30 will be incurred for non-compliance.
Used Bathroom linen is to be left in wet areas i.e.; the bathroom / laundry.
The property is to be left secured with all windows and doors closed and locked, lights turned off, heating and air conditioning off.
After use, please clean the BBQ with the provided BBQ Wipes that will be located in close proximity to the provided BBQ. Should this not be left clean, a $ 45.00 BBQ Cleaning fee will be charged. Every effort is made to ensure gas bottles (including house gas bottles) contain enough gas for your stay; however, we are not able to predict if they will run out. In this case, please call (03) 5568 3150 to arrange replacement as soon as possible.
Additional Cleaning Expenses (property left outside an acceptable state) –
Any nauseous cleaning will incur an additional charge at the discretion of Hearn’s Port Fairy Accommodation management. A cleaning charge of $75.00 per hour will be incurred if this condition is not adhered to. This $75.00 per hour (per cleaner) cleaning charge is also applicable in the case that the property has taken outside the normal allocated cleaning time.
FUNCTIONS
Properties we manage are to be used purely for holiday accommodation only, functions and events such as weddings and parties are strictly prohibited and will incur a charge of $1,800 should any type of function be held at the property.
KEYS
Keys (and remote controls if applicable) are to be collected from the instructed location as per your pre-arrival email. This will be sent to the booking guest(s) email approximately 3 days prior to your arrival date.
All guests are responsible for the safekeeping of holiday accommodation keys / remotes. A call out fee of $75.00 will be applicable if a replacement key is required.
If keys / remotes to holiday accommodation are lost or damaged by the occupants, you as the occupant are responsible for the cost of full replacement set of keys and garage remotes and any / all additional locksmith fees.
PLEASE NOTE: A $75 call out fee will apply should you lock yourself out during your stay and require a member of staff to assist in regaining entry to the property. DO NOT attempt to break in or force entry to the property should a lockout occur, any damage caused by such actions will result in damage expenses being charged to you.
NOISE/NUSIANCE
Immediate termination may apply in the event of unnecessary or excessive noise, nuisance or disturbance caused to neighboring properties during your occupancy.
We cannot and will not intervene should a neighboring property ring and report noise / nuisance to Victoria Police.
PETS
Pets are strictly prohibited at properties that are not listed as pet friendly unless a prior arrangement has been made with a consultant. A fee of $300 will apply for guests who do not obtain approval to bring a pet to a non pet friendly property.
Pets are only permitted at the property should there be prior arrangement made with the accommodation consultant or should you book a property that is listed as pet friendly. Should you bring your pet, the following conditions must be adhered to: pets are not allowed on furniture, pets are not allowed in bedrooms, pet droppings must be picked up before you depart the premises, every effort to remove pet hair should be made or the above mentioned cleaning fees may be applied. Any additional cleaning post your departure as a result of having your pet at the property will result in additional cleaning time being charged to you. Hearn’s Port Fairy Accommodation will not, and does not accept any responsibility / liability for the welfare and care of your pets during occupying our holiday accommodation.
There is a maximum of 2 (two) pets permitted at pet friendly properties per reservation.
PERSONAL PROPERTY
Please remember to take all personal belongings with you upon departure. No responsibility will be accepted by Hearn’s Port Fairy Accommodation for any personal possessions left after departure. Any items left behind that need to be returned to you will be posted if requested. We agree to hold item(s) for a period of 1 month, after such time the item(s) will be donated / gifted to the local op-shop.
REBOOKING
In peak season, if you wish to rebook the property for the same dates next year you must do this when vacating the property. A deposit of 30% inclusive to our non-negotiable $35.00 booking fee is required to be paid at time of booking to secure these dates. Please note that owners reserve the right to cancel these bookings and guest(s) book with this in mind.
If you choose not to rebook at the time of your departure the property will then be offered as available for others to book, we will not automatically re-book any guest into a property. Properties are open / bookable from 344 or less from the departure date.
RUBBISH BINS
Rubbish bins are to be placed out each Sunday evening.
There are 3 bins:
- RED BIN is for the general waste
- YELLOW BIN is for recycling
- GREEN BIN is for garden waste
Please use these provided bins appropriately indicated by colour above. Failure to use these as indicated will result in a $60.00 rubbish collection charge.
SMOKING / ILLICIT DRUGS
Smoking of cigarettes or other tobacco products is strictly prohibited in all properties without exception. Any traces of such substance use whilst occupying the property may incur a charge of up to $300.00 AUD.
Illicit drugs are strictly prohibited in all properties with no exceptions as per Australian Law. Any traces of such illicit drug use will be immediately and without hesitation reported to Victoria Police.
TARIFFS
Are current and subject to change without notice. Hearn’s Port Fairy Accommodation accepts no responsibility accepted for errors and omissions on the website or verbally.
DAMAGE/REPAIRS/LOSS
Booking guest(s) are responsible for any and all damages, breakages and losses incurred during the term of your occupancy. All damages, breakages and losses must be replaced, paid for or made good to the satisfaction of the owner / agent. This includes replacing / re cutting lost keys.
Hearn’s Port Fairy Accommodation reserves the right to charge the booking guest(s) credit card to recover reasonable costs to damage of the property and/or its furnishings during your stay based on a bond in lieu.
INDEMNITY
Any booking guest(s) at any property with Hearn’s Port Fairy Accommodation
a) Uses and occupies the premises at their own risk
b) Indemnifies the owner against liability as a result of injury or loss being personal or proprietary suffered by any person where injury, damage or loss has been contributed to or caused by any act or occasion of the guest or his / her agent, Hearn’s Port Fairy Accommodation.
DISCLAIMER
Hearn’s Port Fairy Accommodation does not accept liability in contract or tort for any injury, damage, loss, delay, additional expense or inconvenience caused directly or indirectly by force, majeure or other events which are beyond our control or which are not preventable by reasonable diligence on our part including, but not limited to war, civil disturbance, fire, floods, extreme weather, acts of God, acts of Government or of any other authorities, accidents, theft to our failure of machinery or equipment or industrial action. For the avoidance of doubt, the Cancellation Policy applies to cancellation by reason directly or indirectly related to events which are beyond our control including warnings issued by any authorities.
PRIVACY
All personally indemnifying information that you provide voluntarily (e.g. name, address and phone number) will only be used by Hearn’s Port Fairy Accommodation. Therefore, we will not; sell, trade, share or license the information you provide to any other entity.
FEES
Please note that all charges via credit or debit card will incur a 1.32% surcharge. This includes charges to guests post their departure.