Terms & Conditions

1 Agreement to Hire

The contract entered into is between the owner of the holiday accommodation (“Owner”) and the holidaymaker (“Hirer”).

The Hirer agrees to hire from the Owner, and the Owner agrees to let to the Hirer, the above-mentioned holiday accommodation (“Villa”) that accommodates or sleeps a maximum of six (6) people, on the terms and conditions set out herein.

This Rental Contract is not valid and effective until the Hirer has submitted the booking confirmation details in writing and Sahana Villas Management has confirmed the booking in writing.

2 Rates

Rates are quoted in USD and are inclusive of tax or service charge (unless otherwise stated). Rates are subject to change. VAT on rates is 11%.

Rates do not include gratuities, meals other than breakfast, catering, cars and drivers, or any other service, unless stated otherwise.

3 Seasons

• Low Season: 09 January to 31 May inclusive (excluding Easter Week and Chinese New Year week); 16 September to 19 December inclusive.
• High Season: 01 June to 31 August inclusive; 01 September to the 2nd Sunday in September inclusive; Easter Week and Chinese New Year.
• Peak Season: starting with the night to the Sunday before 24 December, for 3 weeks.

4 Payments

If a booking is made more than 45 days prior to arrival, a deposit (“Deposit”) must be received by Sahana Villa within three (3) working days of the Hirer being provided with the relevant invoice and payment instructions. If the Deposit is not paid as required, the booking will not be finalized and this Rental Contract will be deemed void.

Payment of the balance of the total rental amount payable (“Balance Due”) is payable 15 days prior to arrival.

If the booking is made 20 days or less prior to arrival, then the Deposit and the Balance Due must be received by Sahana Villa on the earlier of:

• three (3) working days from the booking being confirmed; and
• arrival.

If payments are not made as required herein, the Owner may cancel the booking and retain the Deposit, in which case this Rental Contract will be thereby terminated without any further notice required.

Payments can only be made by bank transfer or at the Villa itself. Payment by Traveller’s Cheques, cash, or personal cheques will not be accepted.

The Hirer and all their guests shall provide their KTP cards and/or passports to the Manager on duty on arrival at the Villa for registration with the local authorities.

Security deposits are required for some villas. If required, the security deposit must be paid in full to Sahana Villa after check-in. The security deposit will be refunded in full ten (10) working days after departure, unless damages are incurred or repairs need to be performed, in which case the security deposit will be refunded less the cost of damages incurred.

In the case of last-minute bookings, where the booking is made ten (10) working days or less prior to the arrival date, Sahana Villa will accept credit card payments only.

5 Cancellations

Cancellation of a booking includes but is not limited to:

• cancellation of one or more days of a booking;
• an amendment to a booking such that none of the dates of the booking, once amended, fall within the same dates that originally constituted the booking;
• refusal of the Hirer or failure of all guests to provide passport/KTP cards upon request; and
• an attempt by the Hirer to hold an Event at the Villa in breach of these Terms and Conditions, or of any requirements and/or guidelines of that particular Villa relating to Events.

Notice of cancellation must be received by Sahana Villa in writing via email, or via your reservation agent. The following applies:

• Within 48 hours of booking: the entire deposit is refundable, minus bank fees.
• More than 45 days prior to arrival: a one (1) night charge is subject to forfeiture, and the remaining balance (minus bank fees) is refundable.
• Between 45–30 days prior to arrival: 25% of the entire booking value is kept as a cancellation fee, and the remaining payment (minus bank fees) is refundable.
• Between 30–15 days prior to arrival: 50% of the entire booking value is due, and the Hirer is obliged to settle within a week of cancellation.
• No-shows or early departures: not refundable.

6 Changes to Bookings

Changes to bookings that are made 45 days or more prior to arrival can only be made with the approval of the Owner. An administration fee of United States Dollars $100.00 is payable by the Hirer for each change made to the booking after the booking has been confirmed. The change to the booking is dependent on the payment of the administration fee.

Requests for changes to bookings cannot always be accommodated, and an increase in the booking fee may be applicable, depending on the changes requested. Certain changes may be considered cancellations, as described in the Cancellations clause above.

7 Booking Size & Airport Transfers

Where the booking is directly through Sahana Villa and not an Agent, we provide one complimentary vehicle for your airport pickup and drop-off (maximum 6 pax plus luggage on the same flight, and for a minimum stay of 3 consecutive nights). Additional pickups and drop-offs, if required, can be booked through the Manager/Owner and are chargeable.

• Additional airport pickupUSD 30
• Additional airport drop-offUSD 25
• Night surcharge (21:00–06:00), per wayUSD 10
• Transfers other than airport distance, each wayUSD 25
• Ubud transferUSD 38

8 Events & Parties

The Villa has rules governing its usage for events and parties. Normal bookings are for vacation purposes, and the Hirer and/or its guests may not hold an event or function at the Villa without obtaining prior written approval from Sahana Villa. If an event is permitted at the Villa, an event fee — in addition to the local community or “Banjar” fee — will apply. Clients should be aware that villas are often located in residential neighbourhoods and, as such, not all functions or events can necessarily be accommodated. Much depends on the sensibilities of the neighbourhood’s residents.

Where the Villa has particular guidelines and/or requirements relating to the holding of Events at the Villa, all Events held during the Hire Period must comply with those requirements and/or guidelines, which will be provided to the Hirer upon advising that they wish to hold an Event at the Villa. Any breach of the Villa’s requirements and/or guidelines by the Hirer, their invitees, guests, or Event Organizer engaged by the Hirer or their agent may result in cancellation of the booking and/or termination of the Rental Contract.

9 Loss and/or Damage

The Hirer is responsible for leaving the Villa in good order and in a clean condition. The Hirer further undertakes to pay for any loss and/or damage to the Villa during the Hirer’s occupation of the Villa, including for breach of any requirements of a particular Villa relating to Events. Sahana Villa reserves the right to repossess the premises if the Hirer or a guest or invitee of the Hirer has caused damage to the premises.

10 Numbers in Party / Suitability of Booking

The number of persons occupying the Villa must not exceed 6 persons unless specifically agreed by the Owner. Sahana Villa reserves the right to refuse any booking which is unsuitable for the property.

Additionally, 1 Extra Person (EP) per booking can be accepted. EP charges are USD 30++ and include breakfast*, a good extra bed, towels, staff service, etc. Maximum occupancy = 7 persons (adult/children). Additional charges will be calculated prior to check-out. An extra person is anyone 2 years and up.

• 1 infant (0–2 years) is always accommodated free in a wooden baby bed. For any additional infants exceeding max occupancy, we charge USD 12/night per baby (high chairs provided) — additional charges calculated prior to check-out.
• For promotional rates below USD 350/night, the Sahana breakfast* is not automatically included, nor is any other food.
• The villas are designated as accommodation and are not meant to be used for functions — hence conditions apply.

Check-in & Check-out

• Check-in from15:00
• Check-out latest by11:00
• Late check-out until 18:00 (subject to availability)50% of 1 night
• Late check-out beyond 18:00Full night

11 Liability

Whilst Sahana Villa makes every effort to ensure that the Villa meets its required standards, the Villa Owner and their agents, employees, affiliates, authorized representatives and assigns will not accept any responsibility or liability, howsoever caused, for any injury, sickness, loss, damage, additional expense or inconvenience, directly or indirectly caused by or arising out of the use or condition of the Villa, its plumbing, gas, electrical or otherwise, and exceptional weather conditions, that is suffered or alleged to be suffered by the Hirer, their guests and/or invitees.

Furthermore, no responsibility is accepted by the Villa Owner, or their agents, employees, affiliates, authorized representatives and assigns, for the personal belongings, vehicles, and contents of vehicles of the Hirer, their guests or invitees.

12 Complaints & Force Majeure

If the Hirer considers that they have cause for complaint concerning the Villa, the matter should be taken up promptly with the Villa Manager/Owner or its authorized representatives. Sahana Villa will not entertain complaints made after the Hirer has left the Villa, when it is unable to properly investigate the complaint.

Sahana Villa shall not be liable to the Hirer for any failure to perform any obligations under this Rental Contract due to causes which prevent it from fulfilling its obligations and which are beyond its reasonable control and of a nature which Sahana Villa has neither the power nor authority to remedy — including, without limitation, acts of God, acts of civil or military disturbance, power failures, fires, floods, epidemics, wars, riots, and acts of terrorism. In the event of such an occurrence, Sahana Villa shall give prompt written notice thereof to the Hirer, and any time for performance of an obligation shall be extended by a period equal to the length of delay attributable to such occurrence.

13 Termination, Interpretation & Governing Law

This Contract is governed by the laws and regulations of the Republic of Indonesia.

14 General

Sahana Villa strongly recommends that the Hirer and all guests obtain appropriate travel and medical insurance.

It is the Hirer’s and their guests’ sole responsibility to ensure that every member of the booking party holds appropriate travel documentation to comply with the laws and regulations of the Republic of Indonesia for entry and visitation. Sahana Villa will not provide refunds where the Hirer or any of its guests do not hold appropriate travel documentation, if they miss their flights or travel connections, or if flights or travel connections are delayed or cancelled.

It is the Hirer’s and the guests’ sole responsibility to ensure that they comply with the laws and regulations of the Republic of Indonesia, and Sahana Villa takes no responsibility for any acts or omissions by the Hirer, their guests or invitees that are illegal or breach any laws or regulations of the Republic of Indonesia.