Terms & Conditions
Please read these Terms and Conditions carefully as these conditions determine part of the basis on which all bookings with The Managing Agent are accepted.
DEFINITIONS
Managing Agent: acting as agents on behalf of the owner of the property.
Owner: is the person/s who owns the said property.
Guest: is the person/s that booked the property and includes any person whom he/she has invited into the property.
Property: means the dwelling in which Guests stay overnight and includes all fixtures and fittings, furniture, equipment and household items and is managed by the Agent.
WEBSITE
All transactions are processed in $AUD (Australian dollars).
BOOKINGS
If you have booked through a third party provider e.g. Booking.com, Stayz, HomeAway, VRBO,AirBnB, Trivago etc please note the specific sites' terms of payment.
By making a booking with the Managing Agent via websites, partner sites, phone or in person you are accepting the Managing Agent’s Terms and Conditions, Credit Card Saving Policy, Privacy Policy, Website Disclaimer and SecurePay Policies.
The Managing Agent represents the owner of the property and advises that in the event that the property is sold or no longer available for holiday rental, your booking may not be honoured. Should this occur, we will make every effort to find alternative accommodation otherwise all accommodation monies paid will be refunded in full. We do make every endeavour to ensure your booking is secure and find you alternative accommodation if this occurs however there are situations that occur from time to time that are beyond our control.
DEPOSIT and PAYMENT
A minimum deposit of $240 is required within 48 hrs of making a booking request to confirm the booking. If the booking is made 30 days or less before check in date, the FULL rate is required to effect confirmation.
Full and final payment of the holiday booking is required a minimum of 30 days prior to the check-in date of the holiday. If the outstanding balance has not been received by the due date, then The Managing Agent reserves the right to cancel the booking without notice and the guest will forfeit the deposit and booking fee.
Payments may be made via direct debit or credit card (VISA and Mastercard only).
A non-refundable 1.84% surcharge on each credit card transaction will apply.
BOOKING CONFIRMATION
The Managing Agent will confirm any pending bookings where the full deposit amount plus a non-refundable $40.00 booking fee has been received within 48 hours of the booking. Please choose your booking carefully as deposits are not transferable. The balance of your accommodation fee must be paid one month prior to your arrival.
BAD BOOKS REGISTER
The Managing Agent participates in the Bad Books register. By accepting this booking and our Terms and Conditions you hereby agree that if you or any occupant covered by this booking, including any guests, breach our Terms and Conditions then your Name, Phone Number and Email address along with details of the breach/breaches may be disclosed to the property landlord and/or other agents participating in the Bad Books register. The Managing Agent reserves the right to cancel a booking where a guest is registered with Bad Books.
SECURITY BOND
If you have paid by credit card then this will act as your acceptance of our Terms & conditions and act as a security bond. Any monies owed on unpaid accommodation, excess cleaning, damages or any items found missing will be deducted from the credit card noted. If credit card details cannot be provided then a refundable security bond of $500.00 cash must be paid. The security bond will be refunded in full after the house has been cleaned and checked, providing there are no damages, excess cleaning &/or missing items, usually within 14 working days after guests vacate. A breach of any of the Terms & Conditions may result in a forfeiture of the bond. An administration fee of $40.00 may be charged if a bond claim is required to be processed. Please advise any friends who may be accompanying you.
CANCELLATIONS
Bookings are non-refundable and are not transferable to another property.
All cancellations are to be received in writing either by mail or email.
FEE 1 - $60.00 - All cancellations will be subject to a $60.00 cancellation/handling fee.
FEE 2 - The Booking Fee
FEE 3 - All credit card charges are non refundable.
FEE 4 - Any third party fees. Eg Stayz/Homeaway/Booking.com
Should a Guest cancel his or her reservation in writing, the following will occur:
1. Zero to Thirty-one (0 to 31) days prior to the Check-in Date, zero percent (0%)
Will be refunded. (Less the above 1,2, 3 and 4 fees)
2. Thirty-one to sixty (31 to 60) days prior to the Check-in Date, twenty five percent (25%) Will be refunded. (Less the above 1,2, 3 and 4 fees)
3. Sixty-one to ninety (61 to 90) days prior to the Check-in Date, seventy five percent (75%) Will be refunded. (Less the above 1,2, 3 and 4 fees)
4. Ninety-one to 275 (91 to 275) days prior to the Check-in Date, one hundred percent (100%) Will be refunded. (Less the above 1,2, 3 and 4 fees)
Guests are STRONGLY ADVISED TO TAKE OUT COMPREHENSIVE HOLIDAY AND TRAVEL INSURANCE to cater for any unforeseen circumstances.
No refunds will be made for early departures or refusal to stay at a booked property. The Managing Agent will not be held responsible should the accommodation not meet the expected style or expectations required by the guest.
Life happens sometimes e.g. air cons stop, hot water goes cold and things break/malfunction. The Managing Agent will do their utmost to make sure your property is ready for you. We do not plan for the bad things to happen to you, but sometimes they do, so if they do, please notify us straight away and we will try to have the issue rectified as soon as possible. If an issue arises there is no obligation from the owner or agent to compensate or discount the guest. The Managing Agent will look at these issues on a case by case basis in light of potential loss to the Owner and inconvenience to the guest.
COVID-19 POLICY
The customer shall comply with all Government (Federal and State) COVID-19 vaccination or testing
requirements for entry into Western Australia or to access the operator's premises, event or service. Where
the customer does not meet a vaccination or testing requirement:
(a) prior to departure from the customer’s home location, the customer will forfeit any and all monies
paid; or
(b) for entry to the event or venue or access to the service, the customer will not be granted entry and
will forfeit any and all monies paid.
Where the customer cancels due to travel restrictions other than vaccination or testing requirements, the
customers will be contacted and offered a full refund less the Booking Fee, Credit Card Fees and any applied non refundable third party fees should you have to cancel your booking due to COVID19 travel restrictions put in place by the WA Government which are stopping you from travelling to Kalbarri.
We can also offer to relocate your dates for another time if you would prefer.
Kalbarri Accommodation Service's normal cancellation policy applies to all other cancellations as per our
Terms and Conditions.
COVID-19 CONTACT REGISTER
Kalbarri Accommodation Service will offer SafeWA App
It is a WA Government mandate for Ray White Kalbarri and Kalbarri Accommodation Service to maintain a contact register by collecting contact details of patrons attending their premises, including customers, staff, contractors, and visitors. You can register your attendance via the SafeWA app or on a paper form.
Latest COVID-19 Updates
Click here to view the latest restrictions on non-essential services. The latest State guidelines for WA can be seen here. For the latest information on travel restrictions, visit this website.
PAYMENTS
By submitting your credit card details you are authorising The Managing Agent to securely store your details and AUTOMATICALLY process payments on their due dates, based on the terms of the site that the booking was made on.
Payments can be made by the following methods:
1. Cheque or money order made payable to:
Ray White Kalbarri, PO Box 474, KALBARRI WA 6536
Please note that this must arrive in time to clear in our bank account prior to the due date of your payment.
A fee of $35 for dishonoured cheques will be made payable.
2. Direct to our bank:
Name of Account: Ray White Kalbarri Trust Account
Bank: Commonwealth Bank - Geraldton
BSB: 066 512
Account: 1054 5059
Ref: Surname and holiday property name if it fits
3. Credit Card – Online payment via SecurePay via our website -
www.kalbarriaccommodation.com.au or over the phone to our office.
PLEASE NOTE: a surcharge of 1.84% will apply for ALL credit card payments.
https://www.securepay.com.au/terms-and-conditions
CREDIT CARD SAVING POLICY
- KAS accepts the following YesBoookit’s terms and conditions to enable the Managing Agent to use Escapia’s Card Saving feature, The Managing Agent agrees to:
- Have terms and conditions in the rental contract with each traveller which:
- explain that the traveller’s card will be saved and may be charged for certain losses or expenses after their stay;
- specify in detail all the losses or expenses which you may incur and charge to the traveller; and
- for each potential loss or expense: specify the actual dollar amount, hourly/daily rate, or means of calculation that you may use to charge the traveller.
- Only charge a traveller’s card: in accordance and compliance with the terms above, your rental contract, and any applicable laws and regulations (including the Australian Consumer Law).
- Provide the traveller with a valid tax receipt itemising all costs and an explanation of all losses or expenses charged.
By completing the above procedure allows KAS via Escapia to use SecurePay to securely save your credit card details as per SecurePay’s policies:
Privacy Policy - https://auspost.com.au/privacy
Terms and Conditions - https://www.securepay.com.au/terms-and-conditions
OFFICE HOURS
The Managing Agent office hours are 9.00am to 5.00pm Monday to Sunday (Subject to change). Should the office close during these times, you will be notified of alternative arrangements for picking up keys etc.
GUEST REGISTRATION FORM
GUEST REGISTRATION FORM- Will be required if you have NOT paid by credit card.
If you have paid by credit card then this will act as your acceptance of our Terms & Conditions and it will also act as your bond for extra cleaning or damage charges.
If you need a form, you can print it out HERE. Complete the guest registration form and email it to us or bring it with you to ensure a speedy check-in.
If you intend to arrive after hours, please email or post your form to our office prior to your arrival.
During School Holiday seasons we endeavour to keep your 2pm check in time, but due to the number of outs/ins this could be delayed, if you could add your approx arrival time on your guest registration form, this will help us with organising our cleans - THANK YOU.
KEYS COLLECTION
ONE Set of keys only will be made available upon arrival. Keys are to be returned to the The Managing Agent’s office by 10.00am on the day of your departure. You may be charged an extra day's rent should the keys not be handed in on time. If you arrive outside our office hours you will be emailed a code 2 days prior to arrival to allow you access to the security box located at the front door of our office. Inside will be an envelope, with your name on it, the keys and map to your holiday accommodation.
CHECK IN TIME
Unless arranged in advance with The Managing Agent, Check-In Time is 2PM. If you are checking in during office hours, please come into the office to collect the key. If you arrive outside our office hours you will be texted a code 2 days prior to arrival, to allow you access to the security box located at the front door of our office. Inside will be an envelope, with your name on it, the keys and map to your holiday accommodation.
DEPARTURES
Check-Out Time is 10AM. Late departure without prior approval may result in a partial forfeiture of the security bond. If departing during office hours please bring the keys into our office, otherwise please leave them in the red key letter box located on the wall next to the office door.
PETS
Dogs and other pets are not allowed under any circumstances in most properties, unless approved by The Managing Agent and/or the property owner in writing on our website, an additional refundable pet bond of $200.00 may be requested if credit card details have not been authorised.
Pets, in approved pet-friendly properties, must be kept outside at all times, in accordance with Health Authority Regulations.
Should there be evidence of fur on any furniture or bedding, damage or faeces you will be charged accordingly as per our Terms and Conditions.
WHAT TO BRING
All properties are fully self contained; however please note that these houses/villas/units are NOT serviced. In some properties you will need to provide your own linen, check your property on our website to see if linen is included. You will also need to supply any items that are used on a daily basis such as food, rubbish bags, dishwashing liquid, soap, shampoo, toilet paper and any other toiletries or cleaning products.
Kalbarri has an IGA where these items can be purchased if required. It is open seven days per week from 7.00am to 6.00pm. Please note that this supermarket has a no plastic policy, therefore you will need to bring your own shopping bags or purchase them from the supermarket.
LINEN & TOWELS
UNLESS OTHERWISE STATED, the accommodation rate includes the supply of all linen. Check your property on our website to see if linen is included. Linen includes pillows, blankets or doonas, bed sheets, bath towels & bath mats, and tea towels. Beach towels are not included. Please note that NONE of our Holiday Accommodation properties are serviced. If your property is a NO linen property, you can hire linen from The Managing Agent, please contact our office for pricing & availability.
NUMBER OF GUESTS
The maximum number of adults, children and infants over 3 years old combined at each property is governed by The Shire of Northampton under the Holiday Accommodation Policy and is set as part of the approval process for the property to achieve Local Government Planning Approval for Holiday Accommodation.
It is a requirement of the Owner, Agent and Guest to ensure these limits are obeyed and in the case of more Guests staying than permitted, the Local Government may revoke planning approval and the Property will no longer be permitted to be used as Holiday Accommodation.
The onus is on the Guest to ensure that Guests do not exceed maximum numbers and all Guests are accommodated in habitable rooms. Under no circumstances are Guests to stay in tents, swags, caravans, camper vans or any other form of accommodation on the Property grounds inside and out. Whilst visitors are permitted, they are not to stay overnight and the number of visitors must be managed to ensure there is no burden on the Property or neighbouring properties.
If Guests breach the maximum number of Guests allowed at the Property, accommodate Guests in non-habitable areas or allow an excessive number of visitors to the Property, then they will be directed to leave the Property and there will be no refund for any unused portion of the booking.
Guests are not permitted to host parties or functions of any kind while staying at the holiday home.
SCHOOL LEAVERS/GROUPS
We do not allow any school leavers or groups of people under 21 years of age to occupy any of our holiday homes, as we do not have the policies, procedures and resources in place to accommodate them. If any school leavers or groups under 21 years of age are found to be occupying any of our holiday accommodation they will be asked to leave the property immediately and no refund will be given for any unused portion of their booking.
MISCELLANEOUS
1. If on arrival by a guest, the premises are unclean, or it comes to the attention of the guest that the premises have been damaged, the guest is asked to promptly notify and allow The Managing Agent, The Managing Agent’s agents, contractors or employees to access the property for the purposes of inspection and if necessary cleaning and/or repairing the damage.
2. The Managing Agent and the owner of the property are not responsible for, and the guest hereby releases them from any liability in respect of, any injury, damage, loss, cost, delay, expense or inconvenience caused directly or indirectly by events beyond The Managing Agent or the owner’s control.
3. No responsibility is taken for the guests’ personal property left on the premises. Doors and windows at the property should be secured at ALL times. It is recommended that guests take out comprehensive personal property insurance. Postage costs will be payable by the guest if they require The Managing Agent to post their items to them.
4. All the properties are for short term residential purposes only. Functions, parties and extra guests are strictly not allowed and PENALTIES APPLY. Any type of LOUD function, party or get-together will incur a MINIMUM non-negotiable function fee of $500.00 and immediate eviction will occur without refund of any unused stay. In addition The Managing Agent will be entitled to claim the Security deposit where any cleaning is required or damage results to the premises. Guests are expected to be considerate to neighbouring properties and not give cause for complaints due to excessive noise or unsociable behaviour which is not tolerated at any time and there are strict noise restrictions between the hours of 10:00pm and 8:00am. If The Managing Agent receives a complaint from the neighbouring properties during your stay you may be asked to leave the premises immediately and no refund will be given for any unused portion of your booking.
5. Guests are expected to look after and take all reasonable care of the property and all the furnishings and equipment included in the property and to observe the “No Smoking Inside” requirement for the duration of your stay. Any faults, breakages, damages or lost keys must be reported to The Managing Agent as soon as possible and paid for immediately. This means the guests must wash and put away crockery, glassware and cooking utensils, remove foodstuffs from the refrigerator and freezer, properly dispose of rubbish in the bins provided and any excess rubbish to be taken from the property, sweep up excess dirt and sand on the floors.
It is PROHIBITED to dispose of fish offal and waste in the gardens, rockeries or leave beside the rubbish bin. Please wrap left over bait and fish offal in a secure air tight plastic bag and place inside the rubbish bin provided. In the event that cleaning of the house exceeds the cleaning time allowance, the guest will be charged for the cost of the excess cleaning (at the current rates charged by the cleaners) and this amount will be deducted from the Security Bond.
6.The Managing Agent has endeavoured to maintain the accuracy of the content within the website, however from time to time; aspects of the content may be out of date. Certain information is provided by other parties including property owners, for that we accept absolutely no responsibility for its accuracy however we would appreciate you bringing any discrepancies to our attention.
PROPERTIES WITH POOLS
Guests use pool facilities at their own risk and must ensure adequate supervision is provided at all times to children.
- All pools have safety fences and guests must ensure the safety fences remain operational at all times and gates are not prevented from closing and climbing objects are not left near fences.
- Absolutely NO glass bottles or glasses are to be taken into pool areas.
- Guests will be charged to clean the pool should glass be broken into it.
- Guests are not permitted to interfere with automated pool cleaning equipment or filtration devices.
- Guests are obliged to report immediately to The Agent any accidents, damage or concerns regarding the pool or associated pool safety and cleaning equipment.
EQUIPMENT HIRE
If you wish to hire linen, towels, a portable cot or high chair, please contact our office for pricing & availability.
INSURANCE
Guests are strongly advised to take out comprehensive holiday & travel insurance to cater for any unforeseen circumstances
UNUSED SERVICES
No refunds will be made for early departures or refusal to stay at a booked property. Where the guest chooses to cut short their stay on the booking, a refund, credit or transfer is not available for any unused portion of the booking. Our Agency will not be held responsible should the accommodation not meet the expected style or expectations required.
BIN/GARBAGE DAYS
ONE Wheelie bin is provided at each holiday home.
Rubbish collection is picked up on weekdays in the morning. Please refer to the information located on the refrigerator for rubbish collection day for your accommodation. It is the guest’s responsibility to make sure the bins are out on the street on these days to facilitate collection. The local shire will not remove any rubbish other than the bin, any rubbish left next to the bin or anywhere else on the property is to be disposed of by the guest or an extra cleaning charge will be incurred.
PRIVACY POLICY
We respect and protect your privacy
Thank you for visiting the Managing Agent’s website and reviewing our privacy policy. We have created this Privacy Policy to demonstrate our company’s commitment to your privacy.
The following policy sets out our website policies for the gathering of information and our approach to the dissemination of such information for our website.
Your access and use of this site is conditional on your acceptance of this Privacy Policy. Your continued use of this site indicates your consent to the collection and use by us of any personal information you provide whilst using the site, in the manner set out below.
We reserve the right to modify this Privacy Policy at any time. If this Policy is changed, the changes will be posted on the site and we will not separately notify you of these changes.
What personal information do we collect via the site?
“Personal Information” means information or an opinion about an individual whose identity is apparent or can reasonably be ascertained.
If you book accommodation through our website, we need to collect personal information about you, including your name, address, email and telephone number. The main reason we need this information is to reserve and book the accommodation for you and to contact you in the case of a cancellation, to notify change of details or in emergency situations. We also need some of this information in order to process your payment (when you pay by credit card online). Unless you tell us otherwise, we may use personal information about you for marketing and research purposes.
We will also collect personal information about you via this site if you send us an email via this site.
If you do nothing during your visit but browse through the website or read the pages then our website will automatically record some information about your visit to the site. The type of information that will be collected includes the type of web browser and operating system that you are using, the date and time of visit to the site and the web pages that you accessed. If you linked to our site from another site then that information will also be recorded. We may use this information for statistical analysis but the system does not record personal information about individuals unless you volunteer it.
What will we tell you when we collect your personal information?
Whenever we collect information from you, we will do everything we can to let you know:
- How to contact us
- Why we are collecting the information
- The organisation to which we usually disclose that kind of information
- If we are required by law to collect that information
- The consequences for you if the information is not provided
When reasonable and practicable to do so, we will collect personal information directly from you or someone authorised by you such as your referee and not from third parties.
How do we use personal information collected from you?
We will only collect the personal information that we need to deliver and improve the services that we provide. Generally, those services relate to the provision of membership services for the property industry including professional accreditation.
We may use your email address for the purpose for which you provide it. We may also use your email address to confirm receipt of emails sent to us and to confirm bookings made on our website.
We will not use personal information about you for any other purpose, without first obtaining your consent.
Who will see or have access to your personal information?
Unless we are required to provide your information to others for purposes of public safety and law enforcement, your information will only be seen or used by persons working at or for Ray White Kalbarri Accommodation Service or our contracted service providers.
How do we keep your personal information secure?
We will take reasonable steps to ensure the security of any information you provide to us. Any personal information we collect is stored in a secure environment accessed only by persons working at or for Kalbarri Accommodation Service and our contracted service providers.
All online payments are processed by Securepay, using 128 to 1024 bit SSL v3 encryption.
However, the open nature of the Internet is such that information exchanged via the Internet may be accessed and used by people other than those for whom the data is intended. If you send us any information, including your email address, it is sent at your own risk, as it may not necessarily be secure against interception.
SecurePay’s policies:
Privacy Policy - https://auspost.com.au/privacy
Terms and Conditions - https://www.securepay.com.au/terms-and-conditions
Accessing and checking the personal information we hold about you.
We will take reasonable steps to ensure that the personal information we collect from or about you is accurate, complete and up to date whenever it is used, collected or disclosed. You are entitled to access your information if you wish and subject to any legal restrictions, we would be happy to advise you what personal information we hold about you if you request this.
We rely on the accuracy of the information you provide us. If you think that we may hold information about you that is incorrect in any way, please contact us and we will correct any errors or inaccuracies where required.
If at any time you wish to know what information we are holding about you, you are welcome to request your details by contacting us.
Guest Registration Forms
On arrival guests will be required to complete a “Guest Registration” form providing driver’s licence/ photo ID details and credit card details to register and pick up the keys to the property. This form is kept in a secure box locked overnight and the document will be destroyed via a lock bin that is shredded regularly at Rip-It Security Shredding within 14 days from the date of your departure.
Links to other websites
When you leave this site, you will be going to a website that is beyond our control. These other websites may collect personal information or other information of users. The Privacy Policy for this site does not apply to any external links or other websites. We encourage you to read the Privacy Policies of any website you link to from this site, especially if you share any personal information.