Terms and Conditions

Ideal Host LTD - Terms and conditions

1. Definitions

Ideal Host LTD (“Ideal Host”, “we”, “us”, or “our”) is the Supplier and booking provider for all accommodation listed under its management. Ideal Host LTD is a company registered in England and Wales (Company No. 15029347), with its registered office at 53 Spinney Road, Burton Latimer, Kettering, England, NN15 5ND.

“You” or “Guest(s)” refers to the individual or organisation making the booking and all persons occupying the accommodation under that booking.

“Booking” refers to a reservation made directly with Ideal Host or through a third-party Online Travel Agency (“OTA”) such as Airbnb, Booking.com, or Expedia.

“Property” means the accommodation supplied by Ideal Host LTD.

2. Scope and Application

These Terms apply to all bookings made through Ideal Host LTD, whether directly or via OTAs. 

If your booking was made via an OTA, the OTA’s own terms and conditions also apply. Ideal Host may request that you sign our term & conditions separately before your stay. Ideal Host LTD’s role on OTA bookings is limited to supplying the accommodation and not to managing or representing the OTA’s platform or listings.

If booking via OTA, we may ask guests to sign or confirm acceptance of these Terms before their stay.

3. Booking and Payment

  • A booking is only confirmed once full payment has been received, which must be made prior to your stay. You will not gain access to the property if you have not fully paid (including deposit). 
  • Payment methods and booking processes may vary depending on the platform used.
  • Ideal Host reserves the right to decline or cancel any booking if fraudulent activity or security concerns are suspected.
  • Bookings are for short-term accommodation only and do not constitute a tenancy or right to occupy beyond the agreed period.
  • Minimum booking age is 21 years. Valid government-issued photo ID is required before check-in. Failure to provide ID may result in cancellation without refund.
  • To extend your stay, please contact info@ideal-host.co.uk — extensions are subject to availability and will incur additional charges.

4. Damage Deposit

  • A refundable damage deposit of £250 is required before check-in. 
  • Deposits are collected via credit/debit card a few days before arrival and refunded within 7 days of check-out, subject to an inspection of the property. 
  • Deductions may be made damages, theft, missing items, excessive cleaning, rule breaches, unpaid balances, or fines. Ideal Host reserves the right to deduct or charge such amounts to the payment method provided.
  • Guests will be notified in writing of any deductions, supported by evidence where possible such as photographs or invoices. 

5. Cancellation Policy

Cancellation rules may vary per booking platform. Please refer to your booking information’s. 

If the guest cancels:

  • Cancellation terms applicable to your booking will be as stated on the platform or confirmation.

If Ideal Host cancels a booking:

  • We reserve the right to cancel the booking for late or non-payments. In such instances, a refund may not be issued.
  • In exceptional circumstances, we may need to cancel a booking. We will make every effort to offer alternative accommodation within our portfolio. If no alternative can be provided, a full refund will be issued for the affected dates

6. Amendments to bookings

  • Guests may request to amend bookings (dates, property, check-in/out times), and Ideal Host LTD will make all reasonable efforts to comply, but additional charges may apply. 
  • If amendments are requested after the stay has commenced, Ideal Host may not be able to comply.
  • If a guest vacates early, email confirmation and out check out requirements are required. No refund is guaranteed for unused nights, and we accept no liability for loss, damage or expense.

If we amend a booking:

  • Ideal Host Ltd reserves the right to make any changes or amendments to any booking at any time. 
  • If it is necessary to amend a booking, we would make every effort to allocate an identical accommodation, either in the same or a similar development, this may however not always be possible, and another alternative may be offered. 
  • We are not obliged to provide any reimbursement or compensation.

7. Promotional Codes and Discounts

Promotional codes and discounts are subject to change or withdrawal at any time and cannot be applied retrospectively or over the phone.

8. Check-In and Check-Out

Standard Check-in is available from 3:00 PM (unless stated otherwise). 

Standard Check-out is by 10:00 AM on the day of departure. 

Early or late check-out:

  • Early and late check-out may be available for a fee and must be agreed in advance – Contact us
  • Late check-out without prior approval may result in additional charges. 

Guest Responsibilities:

Guests are required to follow all check-out instructions provided in the property guide or pre-check out email. These may include, but are not limited to: Switching off appliances, disposing of rubbish, locking doors and windows, and returning keys securely. 

Lost, damaged, or unreturned keys will incur an additional charge. Non-compliance with check-out rules may result in further fees. 

Delayed Departure:

If there is a delay in departing, Ideal Host Ltd reserves the right to charge for an additional night for any delay in vacating the property or returning keys (in the case of long-term bookings, the guest will be charged until the end of the next payment cycle). 

Unreturned keys or fobs may result in additional charges for replacement, including locks replacement, key replacement, building fob replacement, car park fob replacement.

Property Clearance & Liability:

In the event of late check-out or refusal to vacate, we reserve the right to remove all persons and property from the premises.

Items left at the property after check-out are left at the owner’s risk. While we may remove and store such items, safekeeping is not guaranteed.

Lost property will be retained for up to 30 days and may be returned by post at the guest’s expense. Ideal Host Ltd accepts no liability for items that are lost, damaged, or missing.

Parking:

  • Street parking is available with a permit. Guests must provide their vehicle registration details to Ideal Host Ltd at least 24 hours before arrival to allow us to arrange the permit.
  • Ideal Host Ltd cannot be held liable for any parking fines, penalties, or losses if vehicle registration details are not provided in time for the permit to be issued.

9. House Rules & Guest Obligations

All guests must comply with the following rules. Breach of any rule may result in immediate eviction without refund and deductions from your deposit. Examples include, but are not limited to:

  • Quiet hours after 10 PM – residential neighborhood.
  • CCTV at the entrance for security.
  • No parties, gatherings, or loud noise – breaches result in immediate eviction & fines. (No refund of booking and £250 deposit)
  • No smoking indoors – £200 fine.
  • No nitrous oxide canisters – £100 fine.
  • Minimum booking age: 21 (Government-issued photo ID required before check-in).
  • Damage deposit: £250 collected by credit card before arrival, refundable within 7 days of check-out.
  • Pets: Small dogs/cats welcome (£200 per pet per stay). Guests must notify before arrival. Large dogs and other animals are not permitted. Pets must be kept off furniture and cleaned up after.
  • No additional guests except those booked -£100 fine
  • Check-out instructions must be followed.
  • Breaching these rules will result in immediate eviction without refund and possible deductions from the damage deposit.
  • Guests must follow all property-specific rules provided in the property guide.

10. Damages and Additional Charges

Damage Deposit:

A damage deposit of £250 will be collected via credit/debit card prior to arrival. This deposit is refundable within 7 days of check-out, subject to the property being left in an acceptable condition and compliance with all house rules.

Payment for Damages:

Valid credit/debit card details must be supplied at the time of booking. In the event of loss, damage, or breach of house rules, these card details will be used to recover costs without prior notice.

Property condition & Cleaning: 

Guests are expected to leave the property in a reasonable state on departure. Additional fees may apply including:

• Up to £150 for specialist cleaning (e.g., carpet cleaning for stains)

• Up to £250 for deep cleaning if the property is left in an exceptionally poor condition. 

For bookings longer than 28 days, a discretionary final cleaning charge of up to £150 may also be applied if the property is deemed unfit for occupation.

Damages & Lost Items:

Guests are liable for all damage to the property or its contents, whether caused by themselves or their visitors. This includes but is not limit to: 

  • Lost, damaged, or unreturned keys, fobs, or property items
  • Damage caused by negligence, wilful behaviour, or irresponsible conduct

Any damage discovered during the stay or within 7 days of departure will be communicated by email or phone, including a detailed breakdown of the damage, costs of repair/replacement, and photographic evidence where possible. 

Fines & House Rule Breaches:

Breach of any house rule may result in immediate eviction without refund and deductions from the damage deposit or may face additionally charges. Examples include, but are not limited to:

  • Smoking indoors (£200 fine)
  • Nitrous oxide canisters (£100 fine)
  • Unauthorised guests (£100 fine)
  • Unauthorised parties (No refund of booking and £250 deposit)

Guest Responsibilities:

Guests must follow all check-out instructions provided in the property guide and pre-check-out email, including but not limited to:

  • Switching off appliances
  • Disposing of rubbish
  • Securing doors and windows
  • Returning keys and fobs

Non-compliance with check-out instructions may result in additional charges.

Emergency callouts are limited to genuine emergencies (fire, flood, power cut, lost keys). Misuse of emergency support may incur a £150 call-out fee.

11. Number of Occupants

  • Occupancy is limited to the number of guests and bed spaces specified in your booking. 
  • Subletting or transferring the property to others is not permitted. 
  • Exceeding the maximum occupancy may result in refusal of entry or immediate termination of your stay without refund.

12. Liabilities

Nothing in these terms’ limits liability for:

  • Personal injury or death resulting from our negligence
  • Fraud or fraudulent misrepresentation
  • Any liability that cannot legally be excluded

Personal Belongings:

We cannot be held responsible for the theft, loss, or damage of your personal belongings during your stay in any room or apartment. Guests are advised to ensure they have appropriate insurance in place.

Injury or Loss:

Ideal Host Ltd cannot be held responsible for any personal injury to guests while in any room or apartment. Nor can we be held responsible for loss or damage to personal effects however arising. Additionally, neither we nor our representatives are responsible for circumstances beyond our control, including, but not limited to, mechanical breakdown, illness, or failure of any public service supply.

Force Majeure:

We are not liable for any loss, damage, or additional expense if bookings need to be altered, cancelled, or we are unable to perform our contractual obligations due to events outside our reasonable control (“force majeure”). Such events may include, but are not limited to, war, civil strife, terrorist activity, industrial disputes, natural or man-made disasters, fire, or adverse weather.

Statutory Rights:

All warranties, conditions, and other terms implied by statute, common law, or otherwise are, to the fullest extent permitted by law, excluded from any contract with us, and these conditions shall apply in their place. Nothing in these terms affects your statutory rights if you are a consumer.

Business Bookings:

If booking on behalf of a business, that business indemnifies Ideal Host Ltd against all liabilities, losses, or costs arising from breaches of these terms or negligent performance. Liability in relation to business bookings is limited to the fees paid for the booking

Limitation of Liability:

Other than for death or personal injury caused by negligence, or liability that cannot be excluded by law, our maximum liability is limited to the value of the booking. 

We are not responsible for errors, misrepresentations, or issues on OTA platforms. Guests are encouraged to maintain their own travel and contents insurance.

Insurance Compliance:

Guests must not engage in any activity that endangers the property’s insurance or renders it void.

13. Data Protection and Privacy

Ideal Host LTD complies with the UK GDPR and Data Protection Act 2018. We collect and process personal data such as names, contact details, payment information, and identification documents to manage your booking. 

If you book through an Online Travel Agent (OTA) such as Airbnb or Booking.com, your personal data is initially collected and controlled by that platform in accordance with their privacy policy. Ideal Host Ltd only receives the information necessary to manage your reservation and provide our services, and we handle this data securely and lawfully.

  • Card payments are processed securely through PCI-DSS compliant systems (e.g., Stripe).
  • CCTV is used solely for security purposes and is operated lawfully. 
  • Personal data is retained only as long as necessary and will not be shared except as required by law or to fulfil contractual obligations. 

Guests may request access to or deletion of their data by contacting info@ideal-host.co.uk.

Confidentiality:

The information contained in this agreement is confidential. Neither the terms and conditions of this Agreement, nor any matter relating to the course of dealing between the parties may be disclosed to any third party without the prior written consent of Ideal Host Ltd; except as may be compelled by law.

Ideal Host Ltd is registered with the ICO (Information Commissioner’s Office).

14. Health, Safety & Right of Entry

  • Landlords are responsible for maintaining valid Gas Safety Certificates, Electrical Safety Reports, and Fire Risk Assessments, which Ideal Host LTD verifies before listing properties. 
  • Each property is equipped with appropriate safety equipment such as smoke detectors, fire blankets. 
  • Any hazards, damage, or accidents must be reported to Ideal Host LTD without delay.
  • Guests must comply with all fire, safety, and health regulations at all times.
  • Tampering with fire alarms, fire blanket, or carbon monoxide detectors is strictly prohibited.
  • Ideal Host LTD or its authorised representatives reserve the right to enter the property with reasonable notice for maintenance, cleaning, or inspection purposes. Immediate access may be granted in the event of an emergency or if a breach of these Terms is suspected.

15. Third-Party Bookings (OTAs)

If you booked through an OTA such as Airbnb or Booking.com, their platform’s terms and policies will also apply. 

Ideal Host LTD’s role is limited to providing the accommodation. We are not responsible for any disputes, technical issues, or inaccuracies that arise from the OTA’s platform. 

Any issues regarding the booking process or payment on the OTA must be resolved directly with the OTA.

16. Complaints

Guests should contact Ideal Host LTD immediately if an issue aliases during their stay. If unresolved, formal complaints must be submitted in writing to info@ideal-host.co.uk within 7 days of check-out. We aim to respond within 5 working days. If a dispute remains unresolved, guests may refer the matter to an Alternative Dispute Resolution (ADR) provider – details available upon request.

17. Governing Law and Jurisdiction

These Terms and Conditions, and any non-contractual obligations arising from them, shall be governed by and construed in accordance with the laws of England and Wales.

Both parties agree that the courts of England and Wales shall have exclusive jurisdiction to resolve any dispute or claim arising out of or in connection with these Terms.

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Failure by Ideal Host LTD to enforce any right or provision under these Terms shall not constitute a waiver of that right or provision.

These Terms represent the entire agreement between you (the Guest), the Supplier, and Ideal Host LTD, superseding all prior understandings or agreements relating to the subject matter. The Supplier reserves the right to enforce its rights under this Agreement.

18. Information Accuracy

All information provided by Ideal Host Ltd, whether via website, email, print, or phone, is given in good faith. While we make reasonable efforts to ensure accuracy, we cannot guarantee that all information is complete or up to date. Ideal Host Ltd reserves the right to add or remove services, facilities, or amenities at any time without prior notice.

19. Security of Tenure

All Ideal Host LTD properties are occupied as serviced accommodation. No tenancy rights are created, and the accommodation is exempt from security of tenure under the Rent Acts. Ideal Host Ltd may access the property or terminate a stay without prior notice if deemed necessary.

20. Acceptance of Terms and Contract of Hire

By making a booking and/or paying any fees or deposits, you agree that you and all members of your party have read, understood, and accepted these Terms and Conditions in full.

21. Property Specification

  • Properties vary in style, size, layout, and furnishings; exact allocation cannot be guaranteed.
  • Layout plans on our website or promotional materials are for general guidance only. Actual unit size, design, and facilities may differ.
  • The number of guests is limited to the number of beds. Exceeding maximum occupancy may result in refusal of access or additional charges.
  • Guests must comply with all safety procedures and building regulations, including fire evacuation and security.
  • Guests are responsible for all charges, including use of facilities, amenities, and any other fees.
  • Internet and broadband services, where available, must be used responsibly and not for illegal purposes.