Terms & Conditions

General Conditions

Domaine de Polus – Inclusions

The Domaine de Polus rental includes, unless otherwise stated:

  • Domaine de Polus rental on an exclusive basis
  • Utilities (gas, water, electricity)
  • Towels, pool towels and bed linen
  • A Domaine de Polus Representative will arrange to meet you on arrival at the house.
  • Comprehensive information pack
  • Local taxes and administration charges
  • A dedicated on-site Domaine de Polus Concierge whose knowledge provides you with invaluable assistance and recommendation
  • A continental buffet-style breakfast provided on your first morning, including croissants, fruit, yoghurt and fresh fruit juice
  • Initial provisions, including jam, sugar, olive oil, tea, coffee, vinegar as well as cleaning provisions
  • Starter pack of  toiletries (shower gel, toilet paper, soap) per bathroom
  • Daily maid service 1.5 hours (Monday to Friday and on Saturdays for multiple week bookings)
  • Mid-week towel change

Domaine de Polus Rental – Exclusions

  • Cost of obtaining passports and visas, meals, beverages or sightseeing not specified above, gratuities for staff, personal expenses such as telephone / internet charges and laundry, cook / heating and / or air-conditioning (unless indicated otherwise), pool heating (unless indicated otherwise), travel insurance, excess baggage charges, airfares or airport taxes, optional activities anything not specifically included in the inclusions list, any Government levies or taxes introduced after the publication of the relevant brochure and website, car rental or transportation to and from the property.
  • Note: Telephone, internet, heating, and pool heating charges are charged separately and will be payable locally on departure.
  • The daily maid service is solely to empty bathroom waste paper bins, make beds and clean the toilets.  The maid service is NOT to tidy up from the night before or to tidy up after your breakfast (the first morning breakfast will be cleared for you but after that it is up to you).  

Extra Services

Whilst the Domaine de Polus Concierge team will be happy to advise on further services, sightseeing and activities according to request. We cannot undertake to book any visits, activities or sight seeing. This must be done by the client. We would strongly recommended that any extra services are booked well in advance of your holiday to avoid disappointment. A minimum of 8 weeks is recommended.  

Maid Service

Extra maid service is available and is charged locally in Euros (22 euros per hour). This is worth booking if you would like someone to clear up for you after the night before, set up Breakfast for you, serve Breakfast, clear up Breakfast. Tidy and clean the bathrooms  basin and bath and shower daily (the toilets will be done, this is the only part of bathroom cleaning included in your rental).

Catering Services

If you would like to use a catering service please advise at time of booking. We cannot guarantee that the lady will be able to undertake to deliver your prepared food on a daily basis but we are happy to ask her at the time of booking. We cannot be held responsible if the catering company cannot undertake your order.

Childcare and Children

Domaine de Polus is not able to arrange child care or babysitting services. We do not recommend Domaine de Polus for children under 10 years of age.

Food shopping 

Before you leave home, you will receive a list of food and household items which may be pre-ordered to facilitate your arrival, payable to the Domaine de Polus Concierge in cash in Euros. Please note that there is a service charge of €60 for this service. The cost of the purchased items is payable upon arrival at the property in cash. 

Minimum Letting Periods 

During high season (July and August), the minimum letting period for Domaine de Polus is seven nights. However mid season, Domaine de Polus may be rented for shorter stays. Please contact us for details. Domaine de Polus is predominantly available for rental from Saturday to Saturday.

Your Safety & Protection

The safety standards and regulations are those of the country you are visiting. As a result, please be careful when in unfamiliar buildings or surroundings, and get to know the escape route from your property in case of fire. Domaine de Polus has “hazards” such as staircases, unfenced areas, uneven ground, open drops etc. and it is imperative that your party take responsibility for their own safety.

As with all rental properties in prime locations there may be a small risk of burglary.  It is your responsibility to ensure the available measures are used when necessary, including when leaving the property, when spending time in the pool or rear gardens and overnight. This may include, where available, locking doors, closing and securing shutters, securing valuables in a safe and setting security systems. Domaine de Polus cannot accept any responsibility for any loss resulting from failure to follow these steps. Any valuables left at the property are left at your own risk.

Neither Domaine de Polus nor our agents can take responsibility for any loss or damage.

Swimming Pool 

Domaine de Polus has a swimming pool, which is not manned. The swimming pool has a safety feature; a safety cover but is NOT fenced. Please familiarize yourself thoroughly with the depth of the pool and how to get out, and exercise safety and caution at all times, especially with children, non-swimmers and if diving. Children and non-swimmers are your responsibility at all times. The swimming pools is usually not available in low season. If your rental falls within this season please check with us that the pool is open. The maximum heated pool temperature is 24 degrees Celsius (unless otherwise specified) and is subject to weather conditions. Pool heating is NOT included in the Domaine de Polus rental and is charged as a supplement. Pool heating is charged at a supplement, this is payable locally.

Arrival & Departure Times

To allow time for cleaning, we would ask you to arrive only between 4pm and 7pm on the first day of your stay, and to vacate the property by 9.30am on the departure day unless otherwise specified. If your arrival is delayed please let the Domaine de Polus concierge know.

Telephones / Internet 

Telephone  use charges are payable locally on departure.

There may be occasions when internet service is interrupted and whilst every effort will be made to resume the service, please note that Domaine de Polus cannot be held responsible for loss of internet access (or the consequences of loss of access) during your holiday.


Pets are not permitted.

Local Wildlife

Please note that Domaine de Polus is located in a rural area, where wildlife such as animals and insects are as natural a part of the landscape as the grass and the trees. It would not be particularly unusual to encounter animals, such as rodents, deer, goats, cats (stray or belonging to nearby locals), or insects such as wasps, bees, flies, ants or scorpions and spiders. Insects and animals can be attracted to swimming pools, nearby streams or ponds, local vegetation or sometimes food left out following an al fresco meal. We would urge you to keep doors and windows closed as far as practicably possible and to clear all remains of food following an outdoor (or indoor) meal. Please do not purposefully feed any local animals – it will encourage them to return and they may not be so welcome to the next guests. Please note that Domaine de Polus cannot be held accountable for the presence of animals or insects at the house. 


Please note that Domaine de Polus is located along an uneven drive. It is passable using conventional vehicles, but if you are intending to take or rent a sports or low slung car on holiday, we advise you to take great care. Domaine de Polus cannot be held responsible for any damage to vehicles parked at the property or damage to vehicles while arriving or departing from the property.

Facilities For Infants

Domaine de Polus does  not accept children or infants under the age of 10 years.


We can arrange a lot of things at Domaine de Polus, but sadly the weather is not one of them. Domaine de Polus cannot be held accountable for adverse weather conditions or the consequences of adverse weather. No refunds will apply in the cases of no sunshine, storms or other adverse weather conditions.

Booking process

(a) Options: We will be happy to hold a Domaine de Polus on option for a maximum of five working days. If during that time, we receive a request for the property, we will contact you immediately to indicate that you must make your booking and pay your deposit within 48 hours. All options will expire after seven days without notification.

Booking Terms & Conditions

Your contract is with Domaine de Polus, a trading name of Alexandra and Dominic Ferguson, Orchard cottage, Chithurst Lane, Petersfield Hampshire, GU31 5EZ, United Kingdom. The following conditions, together with the relevant information set out on this website, will form part of your contract with the Company. Please read them carefully before you book.

1. Booking Procedure 

(a) To secure your booking we require a minimum deposit of 30% of the total booking cost or such other amount as advised by the company. If you are booking within 10 weeks of departure, then full payment is required at the time of booking. Payment can be made by bank transfer in GBP sterling. If for any reason we do not accept your booking your deposit will be returned.

(b) Special Requests should be indicated in writing at the time of booking. We will pass your request on to the villa but cannot guarantee that it will be accommodated. The Company will try to arrange for Special Requests to be met, but cannot guarantee that they will be, nor will the Company be liable if any Special Request is not met. The provision of any special request does not constitute a term of your contract with us unless we have confirmed in writing that your requirement will be met. All special requests must be made at least eight weeks prior to departure.

(c) A contract will come into existence on the date on which we issue a Confirmation Invoice. When you make a booking you are confirming that you are at least 18 years of age and that you understand our booking conditions and have accepted them on behalf of yourself and all members of your party. All contracts with Domaine de Polus are subject to these booking conditions.

(d) It is important for you to check the details on the Confirmation Invoice as soon as you get it as this sets out the services we have agreed to provide. In the event of any discrepancy please contact us immediately. If you arrange your holiday direct with the Company all correspondence and other communications will be sent to the address person who made the initial payment unless you specify otherwise. If you request correspondence through a business address, a residential address will also be required for emergency and security reasons.

(e) If your booking is made through a travel agent, the Company will address all communications to that travel agent, who will act as agent for you in regard to all communications from us to you. All monies paid by you to a travel agent under or in contemplation of this contract will be held by the travel agent for the Company until such monies are forwarded to the Company.

(f) The final balance is due no later than 10 weeks before departure. If this is not paid in time, we reserve the right to cancel your travel arrangements and retain your deposit.

(g) Your holiday documents, including a detailed Welcome Book of the property, directions and emergency contact details, will be dispatched to arrive with you no later than approximately 14 days prior to your departure.

(h) Security Deposit – As a condition of your booking we shall also ask you to lodge a Security Deposit at the point of making a booking amounting to 30% of the weekly rental cost of the property (or higher for stays of two weeks or longer). This is to protect the property owners for the cost of any damage or loss caused by wilful or accidental damage by members of the party that may occur during your stay or for any unpaid charges or fees incurred. The Security Deposit is taken as a credit card pre-authorisation given at the time of booking. If the property owner  does not advise us within 30 days of any claim they have in respect of damage, loss or unpaid amounts this security deposit will be destroyed.
It is essential that you reconcile any damages or extra costs incurred with villa owners or agents prior to departure from the property, as you authorise Domaine de Polus to automatically debit your security deposit to the value instructed by owners or their agents for any such charges. Domaine de Polus is unable to enter into negotiation on your behalf where such charges are not agreed with villa owners or agents prior to your departure from the property. We ask you to remember and respect the fact that Domaine de Polus is a privately owned residences and a family home.

2. Amendments & Cancellation 

(a) Amendments by you

Requests for an amendment must be in writing, signed by the person who made the initial payment. If it is possible to make the amendment, it will be subject to an amendment charge of £50 per booking, together with all other expenses incurred by the Domaine de Polus as a result of the change. Please note that save for the transfer of a booking, it will not be possible to make changes within 28 days of your departure date. Your request may be treated as a cancellation and re-booking and the normal cancellation charges detailed in clause 2 (b) below will apply dependent upon the conditions imposed by our suppliers.
If you wish to change your arrangements whilst on your holiday, all costs are payable by you.
If you are unavoidably prevented from taking your holiday, by reason of, for example, illness, jury service, redundancy, unavoidable work commitments or the death or serious illness of a close family member, it may be possible to transfer your booking to a person acceptable to Domaine de Polus, (but it should be noted that some suppliers consider any change of name as a cancellation, thereby attracting cancellation fees of up to the full value of the service) provided that:

(i) if you request a transfer in writing allow reasonable time for the changes to be communicated to, and accepted by, the supplier.

(ii) your request is accompanied by documentary proof of the reason for the transfer, any tickets or vouchers received from the company, full detail, of the person who will replace you, any balance due for the booking and the appropriate administration fee (see below).

(iii) your replacement agrees to be bound by these booking conditions. The administration fee will be £50 per person. You, as transferor of the holiday, and the transferee shall be jointly and severally liable to the Company for payment of the balance due, together with all additional charges of whatever sort imposed by the suppliers providing the component parts of your holiday charges.

(b) Cancellation by you

All cancellations must be advised in writing, signed by the person who made the initial payment and sent to the Domaine de Polus, Orchard Cottage, Chithurst Lane, Petersfield, Hampshire, GU31 5EZ, United Kingdom. Cancellations are effective on the day they are received by the Company. Recorded delivery is strongly recommended. Since we incur costs in cancelling your travel arrangements, the following cancellation charges will be payable, depending upon the number of days prior to departure the Company receives your notice of cancellation.

Written advice of cancellation received

Days prior to Departure Date % of Total Holiday Cost
71 days or more (10 weeks) Loss of deposit
70 days or fewer 100% of total holiday cost
During holiday 100% of total holiday cost

Please note that at certain times of year, peak season, stricter cancellation conditions may apply.  Any such revised conditions will be notified to you prior to booking.

We strongly recommend that you secure adequate travel insurance, as per clause 6 below.

(c) Re-booking following a cancellation

Should you wish to cancel a holiday and re-book an alternative this will be subject to the cancellation terms within these booking conditions. If the alternative booking requires a greater deposit than has already been paid (after deducting cancellation fees) then the balance between what is required as a deposit and any sums already paid becomes due.

(d) Accuracy of information

We check the information which we provide about Domaine de Polus very carefully. However, additional services may change as a result of local conditions. Circumstances such as these, or weather conditions, may cause some of the amenities we have described to be unavailable or different from those advertised. When we are told of any significant or long term changes we will always endeavour to advise you prior to your departure.

(e) Amendments by the Company

Great care is taken to ensure that the description and prices given  on our website are accurate at the time of publication. However, changes can occur, and the Company reserves the right to change any of the details in company literature, including prices, in which case the Company will advise you of any such change before accepting your booking. After a Confirmation Invoice has been issued, the Company makes every effort to operate all holidays as advertised.  In very rare circumstances, the Company may have to modify a holiday before you depart. Most of these changes are minor. However, if we consider them a material change we will notify you or your travel agent as soon as reasonably practicable. If you cancel and receive a full refund following a material change made for any reason other than force majeure you will receive the following compensation, calculated according to the number of days prior to departure that you are notified of the change.

Days prior to Departure Date Compensation Per Person when Notification of Change is sent

More than 42 days £10
29 – 42 days prior £20
15 – 28 days prior £25
0 – 14 days prior £30

Force majeure means unusual and unforeseeable circumstances beyond the Company’s control or the control of our suppliers, the consequence of which neither the Company nor its suppliers could avoid even with all due care, including, but not limited to, war, threat of war, riot, civil strife, terrorist activity (actual or threatened), industrial dispute, unavoidable technical problems with transport, machinery or equipment, power failure, changes imposed by rescheduling or cancellation of flights by an airline, natural or nuclear disaster, fire, flood, drought, adverse weather conditions, epidemics or outbreaks of illness and level of water in rivers. We will not cancel your Domaine de Polus arrangement, less than 10 weeks before your departure date, except for reasons of force majeure or failure by you to pay the final balance. If there is a minor change before you depart (that is, any change not included in the definition of a material change set out above), Domaine de Polus will try to notify you, although it is not obliged to do so, nor is it obliged to pay any compensation.

If there is a minor change before you depart (that is, any change not included in the definition of a material change set out above), the Company will try to notify you, although it is not obliged to pay any compensation. lf the Company becomes unable to provide a significant proportion of your holiday after it has commenced, every effort will be made to provide suitable alternative arrangements, which will be made for you at no extra charge to you (save in the case of force majeure) or, alternatively, you will be returned to your point of departure and the company will, where appropriate, pay compensation. No compensation is payable in the case of force majeure.

(f) Cancellation by the Company

We reserve the right in any circumstances to cancel your holiday for any reason.  However, we will not cancel your holiday less than 10 weeks before your departure date, except for reasons of force majeure or failure by you to pay the final balance.  If you fail to pay the balance of the holiday price at least 10 weeks (70 days) before departure, the Company will treat your booking as cancelled and levy the cancellation charges set out in clause 2 (b). If the Company is obliged to cancel your holiday in any other circumstances before departure, the Company will give you a full and prompt refund of all monies paid. In addition, unless the cancellatiocn has been caused by force majeure.

3. Domaine de Polus Price Policy

(a)  We reserve the right to alter the prices on our website. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed.

(b)  When you make your booking you must pay a deposit, normally 30% of the booking cost, although it may be higher depending on the arrangements booked.  The balance of the price of your travel arrangements must be paid at least 70 days before your departure date. If the deposit and/or balance is not paid in time, we shall cancel your travel arrangements.  If the balance is not paid in time we shall retain your deposit.

(c) The Company is under no obligation to give a breakdown of the costs involved in a holiday.

(d) The Company reserves the right to notify you of an increase in the brochure or advertised price before accepting your booking and prices may go up or down.  While we do our utmost to avoid such a scenario, due to human or computer error there may on occasion be an incorrect price shown in a brochure or online. When we become aware of any such error, we will endeavour to notify you at the time of booking (if we are then aware of the mistake) or within 7 days of the time of booking, or as soon as reasonably possible. We do have to reserve all our rights in a situation such as this which may include cancelling a holiday if the actual price applicable to the holiday is not acceptable to you. We will of course allow you to amend your holiday with us, if you so wish, to an alternative holiday at the correct price.

4. Responsibilities Of The Company 

  1. For accommodation  bookings, we have a duty to select the suppliers of the services making up your booking with us with reasonable skill and care. Therefore, providing we have selected the suppliers / subcontractors with reasonable skill and care, any liability to you for anything that happens during the service in question or any acts or omissions of the supplier, its employees or agents, would rest with the suppliers / subcontractors.2) The suppliers / subcontractors  we select to market are of a certain standard which we consider suitable to be associated with Domaine de Polus. Domaine de Polus is  located in a remote region. Notwithstanding the high standards we expect from our suppliers / subcontractors and Domaine de Polus, unexpected breakages, breakdowns and faults may occur in one or more of the amenities provided on the property notwithstanding regular servicing and maintenance. We will endeavour at all times to ensure our suppliers / subcontractors repair and replace any faulty amenities in the fastest time possible using reasonable endeavours however, we cannot be held liable for breakages, breakdowns and faults and we will not provide compensation in the event such breakages, breakdowns and faults occur.
  2. 3) We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:-
    (i) the act(s) and/or omission(s) of the person(s) affected;
    (ii) the act(s) and/or omission(s) of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or
    (iii) unusual or unforeseeable circumstances beyond ours or our supplier(s) control, the consequences of which could not have been avoided even if all due care had been exercised; or
    (iv) an event which either ourselves or suppliers could not, even with all due care, have foreseen or forestalled.

4) We limit the amount of compensation we may have to pay you if we are found liable under this clause:
(i) for loss of and/or damage to any luggage or personal possessions and money, the maximum amount we will have to pay you in respect of these claims is £25 per person in total because you are assumed to have adequate insurance in place to cover any losses of this kind;
(ii) for claims not falling under 4 above and which don’t involve injury, illness or death, the maximum amount we will have to pay you in respect of these claims is twice the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking.
(iii) for claims in respect of international travel by air, sea and rail, or any stay in a hotel, the extent of our liability will in all cases be limited as if we were carriers under the appropriate Conventions, which include The Warsaw / Montreal Convention (international travel by air); The Athens Convention (with respect to sea travel); The Berne / Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to hotel arrangements). You can ask for copies of these Conventions from our office. Please contact us. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.

5) It is a condition of our acceptance of liability under this clause that you notify any claim to ourselves and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions. Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.

6) Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you.

7) We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised by us. For example any excursion you book whilst away, or any service or facility which your hotel or any other supplier agrees to provide for you.

8) The descriptions, information and opinions provided by the Company in respect of the villas, apartments and other suppliers whose services are used are given in good faith, based on the latest information available at the time of printing.

9) Our acceptance of liability is also conditional upon you following the procedures for notification of complaints set out in Clause 11, and upon you assigning to the Company any right you may have against any other person whose acts or omissions have given rise to the Company’s liability.

10) We cannot be held responsible for the failure of public utilities such as water, gas and electricity. We can also not accept any responsibility for any problems that you encounter in connecting to the internet, for any reason. We would ask clients to advise their Domaine de Polus Concierge or local representative as soon as they are aware of any such problems, and, whilst every effort will be made to repair / replace as quickly as possible, this cannot be guaranteed due to the location and style of the properties, as well as the technical variability and potential incompatibility of networks, hardware and software.

11) If we make any payment to you or any member of your party for death, personal injury or illness, you must co-operate fully with us in seeking recovery of any payment we make.

12) Operational decisions may be taken by air carriers and airports resulting in delays, diversions or rescheduling. Domaine de Polus has no control over such decisions, and is therefore unable to accept responsibility for them. Where, as a result of circumstances beyond our control we are obliged to change or end your holiday after departure, but before the end of your holiday, we will not pay compensation or reimburse you for expenses incurred. You must have adequate travel insurance for your holiday and should claim via your insurance company for any loss or damage to luggage and/or personal possessions. In the event that any claim is made directly with us, our liability to pay compensation and/or the amount of compensation will be limited in accordance with the conventions referred to above.

13) We can accept no responsibility for the existence or occurrence of animals or insects in or around villas.

14) Nothing in the above shall limit or exclude the Company’s liability for fraud or for death or personal injury caused by negligence, or to the extent otherwise not permitted by law.

5. Your Responsibilities 

(a) Make yourself travel aware – Before making a booking, please consult the travel advice produced by the government of your home jurisdiction, the government who issued the passport and/or visa you intend to travel under and the government of your destination.
Also ensure you make yourself familiar with the Foreign & Commonwealth Office advice on staying safe and healthy on your trip – http://www.gov.uk/travelaware.  Advice can change, so always check regularly for the latest updates.

(b) If the Foreign Office advises that people should not visit a particular country, we will act on this advice. US residents who are planning a holiday with us should be aware that the US State Department issues a travel warning when, based on all relevant information, it determines that Americans should avoid travel to or within a certain nation. The State Department maintains a list of nations under a travel warning on its website at: http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html. American travellers are advised to check this before making a booking.

(c) In the event of active government advice and warnings against travel to a specific destination or location(s) of a trip, should the traveller still choose to travel, notwithstanding such travel advisory or warning, the traveller assumes all risks of loss, personal injury, death or property damage from any event that may arise out of or associated with the travel advice or warnings given.  The Company strongly recommends you do not travel against Foreign Office Travel or US State Department Travel advice and warnings as they are given for your safety and security.

(d) It is important that you check the details on your Confirmation Invoice when you receive it. In the event of any discrepancy, you should contact the company or your travel agent.

(e) General information concerning passport, visa and health requirements applicable to UK and US Citizens is set out on Government websites. However, such requirements are subject to change and you must check current requirements before departure.  Passports for British Citizens are valid for travel to any EU country up to and including the passport expiry date. Many countries outside of the EU require that passengers’ passports are valid for at least six months after the completion of their journey, and/or contains blank pages (for visas).  Please visit http://www.gov.uk/foreign-travel-advice for advice by country.  Some destinations also require visas and additional documentation and you should contact the Embassy or Consulate of the country which you are planning to visit in good time before you travel, please click here to visit Visa Central. You should also contact your medical advisor or a specialist vaccination centre for details of the measures you will need to take prior to departure. All children should travel on full passports. It is your responsibility to obtain all documents required for your holiday, including passports, visas, heath certificates and international driving licenses, to ensure that these are in proper order and to take them with you. We recommend that if you are travelling with a child (particularly one that does not share your surname or if travelling without one or both parents), you check the entry requirements for your destination. Certain countries have introduced additional requirements, such as documentation that proves your relationship to the child as well as documentation that proves you have permission to travel with them. The Company cannot be held responsible should you or any member of your travelling party be denied entry to a country due to non-compliance with these requirements. Please consult the travel advice produced by the government of your home jurisdiction, the government who issued the passport and/or visa you intend to travel under and the government of your destination for further details. We will not be liable to make any refund or pay compensation if you or any member of your party is unable to proceed with the holiday as planned because of incorrect or missing personal documents, or any other failure to meet passport, visa or immigration requirements.

(f) You are responsible for checking-in for flights at the correct time and for presenting yourself to take up all pre-booked components of your holiday. The Company cannot accept responsibility for clients missing flights as a result of late check-ins and no credit or refunds will be given if you fail to take up any component of your holiday. No credit or refunds will be given for lost, mislaid or destroyed travel documents.

(g) Most people go on holiday for rest and relaxation, so if in our reasonable opinion or that of any Domaine de Polus member of staff or owner, or other person in authority, your behaviour is causing danger, damage to property or persistently affecting the enjoyment of others, we reserve the right to terminate your holiday. Should this happen no refund or compensation would be paid.

(h) If you lose, or have stolen, any personal items whilst on holiday, please obtain a written report from the police, to help with any insurance claim upon your return.

(i) Linen is included at Domaine de Polus but it is advisable to bring beach towels. Linen is normally changed once per week.

(j) Only those persons named on your booking confirmation may use the property without prior arrangement. The number of people staying at the property must not exceed the number of sleeping places indicated in our documentation or proposal. Some properties will limit the number of infants allowed under two years. Should you over-occupy the indicated sleeping places without previous agreement further charges may be levied or occupancy of the villa may be terminated without refund.

(k) Photography or film taken at Domaine de Polus cannot be used for commercial use or sold for profit without the authorisation of The Company.

(l) The lead name on your booking is responsible for the correct behaviour of the party. Should you or your party not behave in such a manner the Domaine de Polus  keyholder may at his/ her absolute discretion ask you and your party to vacate the villa without refund of the price paid.

(m) The property will be clean at the beginning of your rental period and you must leave it clean on your departure, in accordance with the guidelines provided in the welcome book.

(n) You are responsible for the costs of any damage to the accommodation and/or any extra charges incurred with our suppliers during your holiday. You are required to report any damage to the property owner, guardian or agent, and to bear the cost of repair or replacement. Extra charges for cleaning will be payable if you do not leave your rental property as you found it. Should you fail to agree and make such payment at the time the charges and/or costs are incurred or prior to your departure, you will be liable to reimburse us for these and you authorise the Company to automatically debit your security deposit to the value instructed by the supplier for any such costs and/or charges.

6. Insurance 

We cannot emphasise enough the importance of purchasing comprehensive travel insurance prior to date of travel.  This insurance should be commensurate to the value of your booking, and cover cancellation and curtailment, all medical expenses including evacuation/repatriation, personal baggage, personal liability, death and permanent disability and travel document insurance. If you suffer from a disability or medical condition you should disclose this to insurers. For those who participate in sports and activities whilst on holiday that have been organised and arranged independently of us, it should be understood that participation is at the individual’s own risk and it is your responsibility to obtain the relevant insurance. Note that special insurance may be required if you intend to scuba dive or undertake any other dangerous or sports activities. Please keep your insurance details with you whilst on holiday.

7. Suppliers 

(a) As between you and the suppliers of the transport, accommodation and other components making up your holiday, the conditions of the supplier will apply. These conditions may be subject to international Conventions which limit and/or restrict the suppliers’ liability. (Copies are available on request – please allow 28 days). Under EU law you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicized at EU airports, and will also be available from your airline. Reimbursement in these cases is the responsibility of the airline and will not automatically entitle you to refund of your holiday cost from the Company. Your rights to compensation from the Company is set out in clause 2(e). If your airline does not acknowledge your rights, you should complain to the Civil Aviation Authority at http://www.caa.co.uk/

(b) Some activities carry inherent risks and if you are participating in such activities you may be asked to sign an additional form by the local supplier. In rare cases beginners may have to take lessons at a charge before being permitted to use suppliers equipment otherwise offered free.

8. Excursions 

Please note that when you book an excursion locally your contract is with the local company providing that excursion and not the Company. The Company has no legal liability for anything that goes wrong on such an excursion and any claim which you might have arising out of the excursion will be against the relevant local company and subject to the local company’s terms and conditions. The Company will, at its discretion offer advice, guidance and assistance if you or any member of your party suffer death, illness or injury arising out of an activity which does not form part of your holiday with the Company, or an excursion arranged locally. Where legal action is contemplated and you want the Company’s assistance, you must obtain the Company’s written consent prior to commencement of proceedings. The Company’s consent will be given subject to you undertaking to assign any costs, or benefits received and any relevant insurance policy to the Company. We limit the cost of the Company’s assistance to you or any member of your party to £5,000.

9. Data Protection 

(a) In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the information you provide such as your name, and address, any special needs/dietary requirements etc. We take full responsibility for ensuring that proper security measures are in place to protect your information. We must pass the information on to the relevant suppliers of your travel arrangements such as airlines, hotels, apartments, transport companies and so on. The information may also be provided to security or credit checking companies, public authorities such as customs and immigration if required by them, or as required by law. Additionally, where your holiday is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strong as the legal requirements in this country. We will not however, pass any information on to any person not responsible for part of your travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary/religious requirements. If, however, we cannot pass this information to the relevant suppliers, whether in the EEA or not, we cannot accept your booking. In making a booking, you consent to this information being passed on to the relevant persons. Please note that where information is also held by your travel agent, this is subject to your agents own data protection policy. You are entitled to a copy of your information held by us. If you would like to see this please contact the Company during normal working hours. (We make a small charge for providing this to you).
(b) The information you are required to provide may include debit/credit card details. As set out above, we take full responsibility for ensuring that proper security measures are in place to protect this information. In accordance with applicable legal, regulatory and business requirements this information will be securely deleted as soon as it is no longer required. However, it is necessary for the Company to retain your debit/credit card details for a reasonable period of time after the conclusion of you holiday, and you consent to such retention, in the event that any costs referred to in clause 5 (l) above are incurred and you fail to settle these directly with the supplier, in order that the Company can debit your card for the relevant amount. This will be reviewed on a regular basis to ensure that the information is not kept longer than is strictly necessary for the purposes set out above.

10. Illness And Disability 

If you or any member of your party suffer from a disability or other medical condition you must tell us before you book. Air travel can cause problems for some people with circulatory or bronchial problems, such as deep vein thrombosis. It is inadvisable for anyone with high blood pressure or respiratory problems to visit high altitudes. You should consult your doctor for advice before you book and in good time before your departure. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.

11. If You Have A Problem 

(a) If you are unhappy with any aspect of the Company’s arrangements while you are on holiday, you must address your complaint immediately to the Company’s local representative (or, if none, to the Company) and to the management of the property or other supplier whose services are involved. They will do their best to rectify the situation. It is unreasonable to take no action whilst on holiday, but then to write a letter of complaint upon return. If the problem cannot be resolved locally and you wish to complain, full details must be sent to the Company in writing to arrive within 30 days of your return. We will do our best to investigate and reply to you within 28 days of receipt of your letter. Failure to take either of these steps will deny the Company the opportunity to resolve the problem immediately and/or investigate it properly. In consequence, this may affect your rights under this contract.

13. Rental Property Descriptions 

Every effort is made to ensure that the details, description and prices contained in company literature is correct, based on inspections, and information passed to the Company by its suppliers. However changes do occur, sometimes at short notice and therefore the Company will advise you at the time of booking, or if after booking as soon as possible of any such changes to our published information. It is not always possible for the Company to control all elements of the holiday whereby advertised facilities can sometimes become unavailable at short notice due to inclement weather conditions, lack of demand, emergency repair works, etc.