Booking Terms and Conditions

Regency Luxury Villas strives to ensure that our clients' interests are always protected. Before making any booking, please read and ensure you are happy with our terms and conditions.

All enquiries and bookings are subject to you agreeing to the following terms and conditions:

These Agency Terms and Conditions apply to Regency Luxury Villas Ltd, including, but not limited to, www.regencyluxuryvillas.com. The terms 'Client', 'Your' and 'You' refer to the person booking the property. 'Owner' refers to the principal, owner or representative of the property. 'Regency Luxury Villas', "We", "Us", "Our" refers to Regency Luxury Villas Ltd.

By making a booking, you agree that on behalf of yourself and all those named on the booking:
a. You have read these Agency Terms and Conditions and agree to be bound by them;
b. You consent to our use of your information in accordance with our Privacy Policy;
c. You are over 18 years of age and where placing an order for services with age restrictions, you declare that you and all members of your party are of the appropriate age to purchase those services.

 

USE OF WEBSITE

Use of this website is subject to these Terms and Conditions and our Privacy Policy. If you do not agree to these conditions, please stop using the website immediately. By accessing the site, you accept, without limitation or qualification, all the terms and conditions below.

 

BOOKING AGENT ROLE

We act exclusively as booking agents for luxury property owners and their representatives. Your accommodation contract is with the property owner, though the direct owner's identity is typically not disclosed due to privacy and security requirements. We facilitate bookings and provide on-site support, but do not own properties or set cancellation policies. Property owners and/or their representatives set terms reflecting their need to secure advance bookings for high-value properties with limited availability.

We take enquiries and pass them to property owners and/or their representatives for decision on acceptance. We do not control booking decisions - these rest entirely with property owners and/or their representatives. We act as payment facilitators, immediately transferring all payments to secure your reservation.

 

PROPERTY INFORMATION AND ACCURACY

Property Descriptions: Regency Luxury Villas prepares property descriptions from our own impressions and the information supplied by each property owner. While every effort is made to ensure accuracy, some aspects - such as design features, views, ambience, and general character - are matters of personal perception.

All details, including measurements, layouts, facilities, and availability, are provided in good faith but may be subject to change. If any specific feature is essential to your requirements, you are advised to confirm this with us prior to booking.

Information Sources: Every care has been taken in compiling the contents of this website. However, all information about the properties has been provided by the owners or their representatives, including all images are reproduced by us in good faith. 'Regency Luxury Villas' will not be held liable for any errors, omissions, misunderstandings or claims arising from the advertisement or any arrangement or booking made with a property owner or their representative.

Property Changes: All information contained within our website has been compiled from up-to-date information, which we amend as frequently as possible with any known changes. However there may be occasions when the advertised property is not as advertised, due to building modifications. Such situations may be due to urgent property maintenance or local circumstances such as, but not limited to; water shortages, unsuitable weather conditions, fuel shortages, power cuts, mosquito or other insect infestation and other circumstances beyond our control. If we are advised of this, we will notify you as soon as possible, but we cannot be held liable for circumstances beyond our control. It is also important to remember that depending on the season, some restaurants, communal pools, water sports and water parks do not operate at all times.

Corrections: If you believe any information on the site to be inaccurate, please let us know before booking, and we will investigate and correct if necessary.

Advisory Disclaimer: Any opinions, advice, statements, services, offers, or other information or content expressed on the site are not to be construed as advice, we do not endorse or recommend any of the properties on our site. The information does not constitute any form of advice or recommendation by us and is not intended to be relied upon by you in making any decision to rent a property.

Property Owner Responsibility: Regency Luxury Villas acts solely as a booking agent. We do not own, operate, or manage the properties listed, and responsibility for the condition, maintenance, and performance of each property rests with its owner or their appointed representatives.

YOUR HOLIDAY CONTRACT

When you make a booking as Party Leader you guarantee that you have the authority to accept, and do accept on behalf of your party these terms and conditions. You must be at least 18 years old to make a booking with us. Your contract is with the property owner and facilitated by Regency Luxury Villas Ltd, who act on the owner's behalf and is only made once your booking has been confirmed. Your reservation contract is governed by English Law and is subject to the exclusive jurisdiction of the English Courts at all times.

Owner Representation: Due to the high-value nature of our properties and privacy requirements, property owners are typically represented through managing agents, trusts, or other representatives. We act as the designated agent for these arrangements and handle all communications on their behalf.

YOUR PERSONAL DETAILS

Regency Luxury Villas is not the owner of the villa(s) booked and provides personal details of the Party Leader and party members to the property owner's representatives as required for security and booking confirmation purposes. Many of our property owners maintain complete anonymity for privacy and security reasons, operating exclusively through managing agents, trusts, and other representatives. We serve as the primary point of contact and handle all communications regarding your booking on behalf of the property owners and/or their representatives.

PAYING FOR YOUR HOLIDAY

The booking deposit of 30% of the total booking price must be paid to Regency Luxury Villas who act as payment gateway on behalf of the property owner, before the Villa booking can be confirmed. The deposit is payable via bank transfer at the time of booking and is immediately transferred to the property owner to secure your reservation.

The balance of the holiday is paid via bank transfer and must be received at least eight weeks before the rental start date.

If the balance is not paid at least eight weeks before the holiday start date, we reserve the right to cancel the holiday contract. Under these circumstances, the property owners will not be required to refund the booking deposit.

Arrival and property details will not be issued until your booking, (sans Bank charges), including damage deposit, has been paid for in full.

BOOKING CONFIRMATION TIMEFRAMES

Due to high demand for our luxury properties, owners require confirmation within 48 hours of provisional booking to secure your dates. After this period, availability may be released to other booking agents. While travel services are exempt from cooling-off periods under Consumer Contracts Regulations 2013, we recommend comprehensive travel insurance for maximum protection.

LATE BOOKING

Bookings made less than eight weeks before the holiday start date will be classed as a late booking. For late bookings, payment in full is required via bank transfer within 24 hours.

Bookings taken within 8 weeks of the holiday start date require payment in full via bank transfer.

CONFIRMATION

Please check your confirmation invoice, final itinerary and all other documents you receive from us immediately on receipt. You must contact us immediately if any information appears to be incorrect as it may not be possible to make changes later. If you cancel or alter your booking later on, you may have to pay an amendment charge as determined by the property owner. We reserve the right to refuse any changes to a booking. Please remember that amendment requests made within 27 days of the commencement of your stay may not be possible.

The Client acknowledges that the property is not a hotel but a private accommodation being let for self-catering holidays. The Client further accepts that the property does not have standards or categories recognised internationally, but instead reflects, in its architecture and furnishings, the local traditions and personal taste of the Owner. Please remember the vast majority of properties represented by RLV are lived in by their owners or their second homes, although our properties are carefully selected to ensure they are in the very best of repair. Like all homes, they are sometimes liable to encounter equipment failure or the need for unforeseen maintenance or repairs. In the unlikely event a property, its equipment, facilities, services, fixtures or fittings require attention whilst your party is in residence, please let us know as soon as possible and we will do our utmost to promptly address any problem. Please note that under such circumstances, refunds will not be considered.

TRAVEL ARRANGEMENTS

Do not make irreversible flight or travel arrangements until you have received final confirmation of your booking.

 

CHANGES AND CANCELLATIONS BY YOU

Cancellation Policy

Any cancellation or amendment request must be sent to us in writing, by email, fax or post, and will take effect on the day we receive it.

Cancellation refunds reflect the commercial reality that luxury properties book annually in advance, with cancellations typically resulting in total income loss for owners due to the unique nature of high-value, advance-booked accommodations. Any property-specific exceptions to standard cancellation terms will be clearly disclosed in your booking form at the time of reservation. This policy reflects standard industry practice for luxury villa rentals where properties of exceptional value require advance commitment to secure limited availability periods. We strongly recommend comprehensive travel insurance for maximum protection.

If you wish to amend your booking, whilst we will try to assist, we cannot guarantee that such requests will be met. Please ensure that you have received written confirmation of any changes to your booking prior to travel in the event your amendments can be facilitated. The Owner may charge an amendment fee and in addition you must pay us any administration fee due.

The booking confirmation timeframes outlined above does not apply to bookings that start within 14 days of the booking being placed.

COVID-19 and Force Majeure

Due to potential government controls and their statutory bodies, Regency Luxury Villas Ltd cannot accept liabilities arising from cancellations of bookings, travel arrangements and any consequential losses that may occur subsequent to these controls. We would advise that you obtain suitable travel insurance immediately to ensure you are covered should any Government place travel warnings against Portugal in the future. Please note: if you delay obtaining this insurance until after any warning is issued, you may not be covered and we will not take any responsibility for this.

In the event of government-imposed travel restrictions, Regency Luxury Villas will endeavor to defer any deposits paid for confirmed bookings to a later date at that same villa, subject to availability and our usual terms and conditions.

As a result of extraordinary circumstances, unscheduled property maintenance may be adversely affected. In the unlikely event a household appliance, fixture, or electronic system requires parts or replacement, the procurement of such items may be subject to delays. Regency will always do our utmost to expedite any and all repairs or maintenance issues, please do not hesitate to let us know as soon as possible, by text or email, should you experience any problem regarding your Villa.

 

CHANGES AND CANCELLATIONS BY OWNER

We will inform you as soon as reasonably possible if the Owner needs to make a significant change to your confirmed arrangements or to cancel them. We will also liaise between you and the Owner in relation to any alternative arrangements offered by the Owner (if any) but we will have no further liability to you.

In the event the booking is cancelled by the Owner of the property and no alternative can be offered, a full refund of all monies paid by you as at the date of cancellation. "Regency Luxury Villas" cannot be held liable for any additional costs incurred by the Client (such as travel). "Regency Luxury Villas" recommends that the Client takes out holiday insurance to ensure against any losses incurred by an owner cancellation.

 

OUR RESPONSIBILITY

'Regency Luxury Villas' solely acts as an agent and payment gateway on behalf of all of the properties listed on its websites. Your contract is with the Owner and its terms and conditions apply. 'Regency Luxury Villas' shall have no responsibility or liability to the Client other than for the performance of these agency services. A booking is made directly between the Client and the Owner of the property and is a legally binding contract. Therefore before confirming your booking you should read these terms carefully to ensure that you agree with everything contained within them. Our responsibilities are limited to making the booking in accordance with your instructions and providing on-site support during your stay. We accept no responsibility for any information about the arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to the total cost of the booking (or the appropriate proportion of this if not everyone on the booking is affected). We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.

YOUR ACCOMMODATION

This is reserved exclusively for the people named on the confirmation invoice, and no other persons are permitted to stay at the accommodation unless this has been agreed with us in writing and appropriate payments made (if applicable).

BREAKAGES DEPOSIT

Guests are required to pay a minimum returnable deposit of 20% of the holiday value unless specified differently to Regency Luxury Villas, who will retain the deposit on behalf of the property owners. This deposit must be received at least four weeks prior to commencement of a booking. This will be repaid in full within at least 4 weeks of returning, minus any deductions. This deposit reflects the high value of properties (often exceeding €5 million) and their contents, including artwork and furnishings of exceptional value. Failure to make payment in full including security deposit will render your booking deemed cancelled. No refund or credit will be made in the event of any cancellation 27 days prior to commencement of a booking.

Regency Luxury Villas reserves the right to deduct any charges from the breakages deposit on behalf of the property owners.

ACCOMMODATION COURTESY

While you are on holiday we ask that you respect the condition of the accommodation and ensure that standards are maintained. You are on holiday and are not expected to clean the accommodation but you are required to remove any stains and replace items damaged by party members.

COMPLAINTS PROCEDURE

Because the contract for the Property is with the Owner, any queries or concerns should be addressed through us, as we handle all communications on behalf of property owners and/or their representatives. If the Client is dissatisfied with any aspect of the property, or otherwise has a complaint whilst at the Property, it should be indicated immediately to Regency Luxury Villas in writing via email so that, where possible, all issues can be promptly resolved. Contact details can be found on your confirmation of booking.

Our Commitment: We are extremely active on site during all bookings, with property issues typically responded to within 24 hours (usually much less) and repairs carried out as soon as contractors are secured.

Complaint Process:

1. Immediate notification: Contact us immediately via email with full details
1. Initial response: We will acknowledge within 24 hours and begin investigation
1. Resolution timeline: We aim to resolve issues within 48 hours where possible
1. Follow-up: All complaints are followed up to ensure satisfactory resolution

If you fail to notify Regency Luxury Villas acting as the Owner's representative of any problem or dissatisfaction prior to departure from the Property, it will affect the ability to investigate the complaint and impact the way that any complaint is handled. The amount of compensation you may be entitled to may therefore be reduced or extinguished as a result.

Alternative Dispute Resolution: If you are not satisfied with our response to your complaint, you may refer the matter to an Alternative Dispute Resolution provider. Details will be provided upon request.

Notwithstanding the security deposit held, the Client remains liable for the full cost of any repairs or replacements required or other losses incurred by the Owner due to accidental or negligent breakage, loss, damage or other injury to the property and/or the contents therein. The Owner has the right to deduct supplementary charges from the security deposit if the property is not vacated at the stated time or in the event of any other breach of this agreement by the Client.

INSURANCE

It is strongly recommended that the Client takes out a comprehensive travel insurance policy, which will include cancellation cover and full cover for the party's personal belongings as no such cover is provided by Regency Luxury Villas or the Owner. Accordingly, any such losses incurred are the responsibility of the Client. It is further recommended that the Client take out personal liability and accidental damage insurance for all members of the party to cover against accidental or negligent damage to the property, and protect against loss in the event of a deduction from the security deposit.

BUILDING WORKS

Local building works are beyond our control and subject to municipal restrictions on working hours to limit disruption. We conduct regular property inspections but cannot guarantee against construction commencing during your stay. We will provide immediate assistance to minimize any disruption and explore alternative arrangements where possible. However please note we cannot offer compensation related to local building works as these circumstances are beyond our control.

BEHAVIOUR

The property owner or its representatives can end your holiday if your behaviour or that of any party member is likely, in their opinion, to cause distress, damage to property, danger to, or annoyance, to nearby neighbours, our other customers, employees, or anyone else. Immediate termination applies only in exceptional circumstances involving willful damage, serious disturbance to neighbors, or conduct threatening property or personal safety. Such action requires documented evidence and immediate owner notification. In these circumstances, the property owner or their representatives reserve the right to refuse to complete your holiday arrangements and will not be liable for any refund, compensation or any other costs you have to pay. The property owner and Regency Luxury Villas will not accept responsibility for the behaviour of others in or near your accommodation. Adults must supervise children at all times.

The property is for the sole use of the named guests, no parties, meetings or social gatherings are allowed at the property without express permission of the owner or their representatives. Any breach of these terms may result in immediate termination of your stay without refund.

Please ensure all doors and windows are secured whenever leaving the property or retiring for the night. Metal shutters or blinds where fitted should also be deployed for additional security.

SWIMMING POOL

Children must only use the swimming pool with adult supervision at all times. Care should be taken at all times in and around any wet areas. Regency Luxury Villas do not accept liability for any slips, falls or accidental injury related therein.

PETS/ANIMALS

Unless otherwise advised, pets and animals are not permitted in the accommodation. Where pets are accepted by prior agreement, a deep clean surcharge upon exit will be applied to your booking. Any damages or breakages caused by a pet will be charged for.

ACCESS

The property owner and their representative must be permitted to enter the property at all reasonable times upon giving 24 hours' notice to inspect the property or contents, carry out necessary repairs to the property, take meter readings or other exceptional circumstances.

VISA, PASSPORT AND HEALTH REQUIREMENTS

Unless you tell us otherwise, we are entitled to assume that all members of your party hold or will hold valid passports for the entire duration of the arrangements you chose to purchase. Information on visa, passport and health requirements, where given and applicable, is so given on this basis. Requirements may change and you are therefore strongly recommended to check the up-to-date position with the supplier of the arrangements, Passport Office, appropriate embassy or consulate or your doctor as applicable in good time before departure.

BOOKINGS MADE BY OTHER TRAVEL AGENTS

These Terms and Conditions apply equally to bookings made by other travel agents on behalf of their clients.

The booking agent accepts responsibility for ensuring their client understands and agrees to these terms. Payment and communication will be handled through the booking agent, but the accommodation contract remains between the end client and the property owner.

Where invoices are requested by business customers, we will notify the property owner and request an invoice is raised including local tax reference on your behalf.

COPYRIGHT

The website contains copyright material, trade names and other proprietary information, including, but not limited to, text, software, photos, graphics and videos. The entire contents of the website are protected by copyright law. You may not modify, publish, transmit, participate in the transfer or sale, create derivative works, or in any way exploit any of the content, in whole or in part. You may download information from the site for your own personal use only. You acknowledge that you do not acquire any ownership rights by downloading copyright material.

Company Information
Regency Luxury Villas Ltd
Company Registration Number: 08555962
Registered Office: 5 Waterside, Station Road, Harpenden, Herts AL5 4US, United Kingdom

Important Link
Privacy and Cookie Policy (/privacy-policy/)


Nothing in these booking conditions affects your statutory rights as a consumer.