Terms & Conditions

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Below all of terms and conditions are listed to set how the company operates. Appendix section at the bottom indicates what services are excluded and what essentials we require to list the property on SLP platforms. 

1. Definitions

In this agreement some terms are used regularly. These are capitalised and are defined as follows:

The company reserves the right to change or update these Terms and Conditions at any time. Upon such changes, each and every client will be notified via the email.

"SLP" stands for “Short Stay Rental Marketplace”, which includes but not limited to Airbnb, Homeaway, Booking.com and other websites as chosen by us. In cases where a guest makes a reservation directly with Smarthost, we will extend the concept of SLP to that reservation;

"Property" is the Host’s property or other property as agreed between Smarthost and the Host from time to time;

“Guest" refers to a guest (guests) who is renting the Property through one of the SLP Websites;

“Availability Period” – the period for which the Property is available to be occupied by guests;

“Cleaning Fee” – the amount charged for cleaning and preparing the Property for occupation by a Guest;

“Excluded Services” – services that Smarthost does not provide as part of this agreement. These services are listed further in this agreement (Appendix A);

“Extra Maintenance Services” – services that are not covered by Smarthost’s Services as part of this agreement but can be arranged by Smarthost at an extra charge.  This includes deep cleaning, carpet cleaning/shampoo, mould removal, pest control, oven and refrigerator cleaning, external window cleaning, balcony cleaning, wall painting, various handyman services, serious plumbing, electrical or gas works;

"Fee" – the amount charged by Smarthost in accordance with clause 8 of this agreement;

"Services" – the short let management services described in clause 3 of this agreement;

"Listing" – Property advertisement on any SLP;

"Payout" – the total amount paid by the Guest for a booking plus any Cleaning Fee and any service fee and taxes levied by the relevant SLP and/or any card processing fee.

2. Services provided by Smarthost

2.1 In exchange of the Fee the Host pays to us, we shall provide the following services to the Host:

2.1.1 Organising the photoshoot, to take photos of the Property for listings.

2.1.2 Writing up property listing and optimising it across various SLP. We shall select the SLP to list on unless the Host tells us otherwise;

2.1.3 Managing the pricing and availability calendar across various SLP’s as we deem fit. The Hosts agrees that Smarthost has the expertise to make pricing decisions and is therefore not required to consult with the host before accepting a booking from a Guest or setting the price for any Bookings. However, we will bear in mind any requirements that the Host has informed us about regarding monthly income expectations and/or preferences around type of Guests;

2.1.4 Responding to any enquiries raised by Guests in relation to Listings and managing all communications with the Guests including any disputes that may arise;

2.1.5 Provide housekeeping and linen service only once at the end of each Guest’s stay;

2.1.6 Remotely coordinating urgent repairs or maintenance works to the Property if and only if required to ensure complete Guest satisfaction;

2.1.7 Provide each Guest with check-in instructions in due time and assist Guest in obtaining keys should they need help, depending on the type of key management system.

The Host agrees that we shall not provide the Excluded Services as part of this agreement. If the Host needs any Excluded Services we can discuss them as and when needed and agree to arrange them for the Host at an extra cost plus our expenses.

3. Host Obligations

3.1 In order to allow us to provide the Services set out in this agreement the Host agrees that the Host will:

3.1.1 Provide us with complete, accurate and timely information about the Property and any other information reasonably requested by us. It is host’s responsibility to ensure that we have all the information needed to operate and maintain the Property and look after the safety of each Guest;

3.1.2 Provide all the items set out in the essentials checklist (see Appendix B). If these are not provided, we will buy these and charge the host the cost plus reasonable expenses;

3.1.3 Maintain the Property at all times which includes doing repairs as soon as possible upon request by Smarthost or refunding Smarthost for any repairs;

3.1.4 Comply with all legal requirements applicable to a landlord in the UK including but not limited to fire safety regulations, gas and electrical safety etc.;

3.1.5 Remove or lock away any expensive and fragile items in the Property and let us know about any particularly fragile or sensitive areas in the Property that the Host want us to bear in mind;

3.1.6 Empty the fridge, kitchen and bathroom cabinets and at least 1 drawer in a wardrobe for Guest use;

3.1.7 Cooperate fully with us in the provision of the Services and pay our Fee and other costs when due.

4. Availability Period and Minimum Agreement

4.1 The Host will make the Property available short let bookings for a recommended period of at least 6 weeks. The Host  may change the initial Availability Period with our prior consent.

4.2 The Host may extend the initial Availability Period by giving us notice at any time and any extension shall be as agreed between us from time to time in the initial Availability Period.

4.3 The breaking closure for both parties is 1 month. In case of an effective immediate contract-termination, the host accepts the charge of £250 early termination-fee plus the cancellation fees that may be applied.

5. Cancellation or Refunds of Bookings

5.1 If the Host cancels or cause a Guest to cancel any Booking or if we are required to refund a part of a Booking, the Host shall be required to pay the following charges:

(a) the SLP cancellation charges, if applicable;

(b) any charges levied by payment processing sites for refunds, if applicable; and

(c) Smarthost Fee for that Booking in its entirety.

5.2 For the avoidance of doubt, “causing a Guest to cancel a Booking” shall include any situation where a Booking is canceled due to that Property being uninhabitable due to lack of heating, hot water, plumbing, electricity and wifi or due to gas leaks, water leaks, rodents, pests, lack of cleanliness or other such serious deficiencies.

5.3 If a Guest cancels the reservation due to personal reasons, no payout will be added to the host’s report for such reservations. A compensation, if any, will only be applied to the payout at the discretion of Smarthost.

6. Fee and Payment

6.1 Our Fees shall be:

(a) one-off Photography fee set at £100;

and

(b) Commission (as defined in an initial agreement) of the Pay-out. VAT shall be added as appropriate. 

6.2 We will collect the Payout from each Guest and will pay the Host (in arrears) on a monthly basis. The host authorises us to deduct our Fees (in accordance with these terms) and any other fees or expenses incurred by us on the Host’s behalf from the Payout before transferring the balance to a bank account of Host’s choice (any charges levied for transfers to an account other than to a UK bank will be borne by the Host).

6.3 The Cleaning Fee for each Booking shall be paid to us. Where a SLP does not have a separate provision for charging Cleaning Fees to the Guest, the Pay-out shall be adjusted so as to take into account the Cleaning Fee.

6.4 We reserve the right to change the Cleaning fee to the Guest at any time without prior notice.

6.5 We are only obliged to pay the Host the Payout once we have actually received it from the SLP.

7. Extra Charges

7.1 In addition to the Fee stated above, the only other extra charges that will apply are as follows:

7.1.1. Photography shoot, if the Host cancels or postpones this photo shoot with less than 49 hours notice, or if we need to re-take photos due to the Property not being reasonably ready as discussed, we reserve the right to charge the Host an additional £100 (plus any applicable VAT) to cover the cost of an additional photo shoot;

7.1.2. If the Host chooses to stay in the apartment during the Availability Period, we will clean the apartment after Host’s stay and charge the cost of the cleaning to the Host unless told otherwise (see Appendix C for details);

7.1.3. Any emergency runner services will be charged at £30 plus VAT in case needed (see clause 9 on Maintenance below for details);

7.1.4. Smarthost will apply a charge of 30% on the cost of any protracted maintenance, refurbishment or building works.

8. Property Maintenance and Expenses  

8.1 The Host shall be responsible for major maintenance and shall ensure that the property is in a good condition for Guest use.

8.2 The Host shall also be responsible for natural wear and tear of the Property.

8.3 To ensure the highest experience for Guests, Smarthost reserves the rights to incur the expenses up to £250 (for each emergency) on the Host’s behalf in order to perform any urgent repairs or maintenance.

8.4 Smarthost will not be taking any significant repairs without the Host’s prior consent, except under extenuating circumstances where there is a major safety hazard to life or Property.

9. Liability and other

9.1 The Host understands and agrees that Smarthost does not act as an insurer and that the Host shall obtain the appropriate insurance for the Property and its contents.

9.2 The Host also agrees and understands that we are not providing investment advice or real estate advice and that the Host shall make their own independent decision on whether short-letting is the right solution.

9.3 We spare no effort to attract the bookings, nevertheless we cannot guarantee any particular income.

9.4 We will not be responsible for any lost opportunities or for lack of reservations due to any reason. Nor are we liable for the suitability of the Guests given that we rely upon the verification standards of the SLP and the relevant profile pages to assess suitability.

9.5 We will not be responsible for the condition, safety or security of the Property. The Host is solely responsible for such conditions, safety and security and compliance with all laws, rules and regulations applicable to the Property.

9.6 Smarthost is not liable from and against any claims, liabilities, damages, losses and expenses including (without limitation) reasonable legal fees, arising out of, or in connection with, any breach by the Host of this agreement or the terms of any agreement the Host may have in place with the SLP from time to time.

9.7 We will not be liable for the provision of services by third parties (any “Third Party Supplier”) including those who provide the Extra Maintenance Services or any other repair services that we book on the Host’s behalf. We will ensure that we take reasonable care and skill in selecting such Third Party Suppliers.

9.8 We will not be liable for any delays/failure in performing any of our obligations, if the delay or failure was due to any cause beyond our reasonable control such as shortages, severe weather, power or other utility cut-off, burglary, natural disaster, strikes, governmental action, terrorism, war, civil unrest or other similar occurrences.

9.9  In no event shall we be liable for exemplary, incidental, indirect, special or consequential damages or for any business, financial or economic loss such as lost reputation, lost bargain, lost profit or loss of anticipated savings arising out of or resulting from this agreement and whether such loss arises as a result of negligence, breach of contract, tort or otherwise by us or any agent, employee or third party providing services on our behalf (including a Third Party Supplier) except to the extent the foregoing limitation is prohibited by applicable law.

10. Host’s private bookings

10.1. In case the Host suspends the bookings with Smarthost for any period of time, the Host will be responsible for:

10.1.1 Contacting guests directly, collecting the payment

10.1.2 Smarthost will not be liable for any damages or matters incurred during the Host's private reservation.

11. Changes

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. We will provide you with a notice on any new terms taking effect.By continuing to use our Services after those revisions become effective, you agree to the revised terms.

Appendix A

Excluded Services
SMARTHOST does not provide the following services as part of this agreement:

-  Deep cleans including sofa, carpet and other upholstery cleaning;
-  Co-ordinating structural or major repairs or maintenance works on the Property;
-  External window washing;
-  Washing walls or repainting them;
-  Furniture treatment;
-  Animal waste removal;
-  Gardening, garden shed cleaning, patio cleaning;
-  Mold and/or bio-hazardous substance removal;
-  Industrial cleaning;
-  The lifting of heavy furniture;
-  Cleaning surfaces above arms reach;
-  Cleaning of heavily soiled areas;
-  Extermination (insects etc.);
-  Yard work or garage cleaning.

Appendix B

“Ready for Guest”Checklist
Note: Items marked with * are must have essentials and must be provided by the host. If these are not provided, Smarthost reserves the right to buy these and charge the Host for them.

Bedroom Essentials 
- Four Pillows per bed*
- One duvet per bed*
- Mattress protector*
- Blackout curtains*
- Bedside lamps*
- Space to hang / store clothes*
- Hangers*

Bedroom Furnishings
- Soft furnishings - rugs, extra cushions, throw
- Thick mattress topper
- Extra quilts for emergencies

Kitchen Facilities
- Toaster*
- Kettle*
- Microwave*
- Cafetiere*
- Dishwasher
- Large Bin with cover*
- First Aid kit*
- Fire Extinguishers*

Kitchen Essentials
- Basic condiments for cooking* (for e.g. olive oil, salt, pepper, balsamic vinegar, sugar, basic spices etc)
- 2 plates, 2 bowls, 2 coffee mugs, 2 glasses, 2 wine glasses per person*
- 2 forks, 2 regular spoons, 2 teaspoons, 2 knives per person*
- Frying pans, sauce pans and stock-pots in basic sizes*
- Ladles*
- Cutting knives and a chopping board*
- Peeler
- Serving spoons
- Pair of scissors

Living Room Essentials 
- Coffee table
- TV + cable* (free view will do as well, but good to have Apple TV or similar)
- Travel adaptor

Living Room Furnishings
- Soft furnishings
- Candles
- Floor lamps
- Books
- Board / Card Games

Bathroom Essentials
- Hair dryer*
- Toilet brush*
- Tooth brush holder*
- Extractor fan / Dehumidifier
- Small Bin with cover*

Bathroom Furnishings
- Full length mirror
- Toilet roll holder
- Rack or cabinet space for towels and guests’ toiletries*
- Shower curtains for a bath-tub if necessary

Cleaning Essentials
- Mop and Bucket*
- Vacuum cleaner* and 1 pack of bags (we recommend the Numatic Henry )
- Multi-surface cleaning liquid
- Dustpan & brush
- Dishwasher tablets
- Washer detergent tablets
- Dishwasher salt
- Diffuser liquid for bathrooms / room freshener
- Febreze fabric freshener
- Mould spray

Other Home Essentials
- Working wi-fi*
- Iron & Ironing Board*
- Washing Machine
- Clothes Stand (Even if the property has a tumble dryer!)
- Wine opener
- Bottle opener
- Extension Cord
- Extra batteries for remote controls
- Extra bulbs for lamps & ceiling down-lights with correct wattage and specs
- Carpet slippers if the home is carpeted
- Electric heaters for emergencies

Appendix C

Host in stay Cleaning
The following rates shall apply for cleaning and linen for host in stay cleaning:

- £20/hour for cleaning
- £20/bed for linen

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