Terms and Conditions

Last Updated: 13th October 2024

Definitions

The following definitions apply equally to both singular and plural forms throughout these Terms and Conditions:

• “Guest,” “User,” “Member,” or “Person” refers to any individual who reserves and/or books one or more services offered through the Website or via an online travel agency.

• “Lead Guest” refers to the individual over the age of 21 who signs the rental agreement and assumes responsibility for all guests listed in the booking.

• “Atlantic Heritage Luxury Villa,” “Property,” “Villa,” or “Accommodation” refers to Atlantic Heritage Unipessoal LDA, whose registered office is located at Casa do Mar, Rua Manuel Jorge Nascimento, Nº 1, 9940-362 São Roque do Pico, Pico Island, Azores, and the villa located at Nº 29, Canada Nova, 9950-230 Criação Velha, Pico Island, Azores, Portugal.

• “General Terms and Conditions” refers to these terms and conditions for booking and use, as amended from time to time.

• “Service” refers to any accommodation services or other related services provided by Atlantic Heritage Unipessoal LDA.

• “Owner” refers to the owner and manager of Atlantic Heritage Luxury Villa, responsible for offering the property for rent.

• “Website” refers to the official websites: www.azoresfinest.com, www.atlanticheritagevilla.com, www.luxuryvillaazores.com, as well as any associated online travel agency websites.

1. Arrival and Check-In Process

• Guests will be greeted directly at Atlantic Heritage Luxury Villa by the booking manager from Atlantic Heritage Unipessoal LDA for an official check-in. During this time, the property and its facilities will be presented.

• Identification Requirement: All guests are required to provide a valid form of identification at check-in, such as a passport, ID card, driver’s license, or other official document.

• Check-In Time: Standard check-in is after 3:00 PM. If you plan to arrive earlier, you may leave your luggage at Atlantic Heritage Unipessoal LDA (address provided in the rental contract) and inform the booking manager of your estimated arrival time in advance.

• Early Check-In: Guests may request an early check-in up to 24 hours before arrival. Early check-in is subject to approval and availability, and may incur a half-day rental charge if approved.

2. Departure and Check-Out Process

• Check-Out Time: Check-out is between 8:00 AM and 10:00 AM. All guests must adhere to this time to allow for property preparation for the next guests.

• Strict Check-Out Policy:

• Overstaying beyond 10:00 AM will result in a charge of 50% of the nightly rate.

• If the guest stays past 3:00 PM, a full-day rental charge will apply - subject to approval.

• Check-Out Procedure: Inform the booking manager in advance of your planned check-out time so they can inspect the property and collect the keys.

• Late Check-Out: Guests may request a late check-out up to 24 hours before departure. Late check-out is subject to approval and availability. A half-day rental charge will apply for any late check-out until 6:00 PM.

3. Flexibility with Check-In and Check-Out

• Early Check-In or Late Check-Out may be accommodated on a case-by-case basis, depending on availability. However, this does not override the official policies and fees outlined above.

• All requests for early check-in or late check-out should be made no more than 24 hours in advance and are subject to approval by Atlantic Heritage Unipessoal LDA.

4. Included Services

• Personal Assistant: Your personal assistant will be available throughout your stay to assist with any requests, from booking restaurants and experiences to helping arrange transportation.

Contact details will be provided upon check-in.

• Daily Cleaning: Cleaning will be provided daily, but only when the villa is unoccupied. Please inform us of your preferred time to schedule this service.

• Breakfast is served at a time of your choosing. Kindly inform us of any allergies or dietary preferences and your desired time for the first meal of the day.

5. Optional Services (Additional Costs Apply)

• Laundry Service: Includes washing, ironing, and folding, respecting the appropriate program for different garments.

• Traditional Azorean Private Catering: Enjoy freshly prepared local dishes with final preparation done at the villa, tailored to your preferences.

• Grocery Shopping Delivery: Let us handle your grocery shopping for you, ensuring your fridge is stocked with local and international favourites.

• Car Rental, Wine Tours, and Restaurant Reservations: All can be arranged through your personal assistant to make your stay even more seamless.

All optional services listed above come with additional costs.

Please contact your personal assistant to arrange any of these services, and we recommend making reservations in advance to ensure availability.

Occupancy Policy

Atlantic Heritage Luxury Villa adheres to strict occupancy limits and enforces them to ensure the comfort and safety of all guests.

• Maximum Occupancy: The property accommodates up to 8 adults.

• Exceeding Occupancy: If the occupancy limit is exceeded without prior approval, Atlantic Heritage Luxury Villa reserves the right to ask the guest and their party to vacate the property immediately, without refund. Additionally, a penalty will be applied, consisting of the nightly rate for each additional guest. To avoid such situations, please ensure that any requests for exceeding occupancy limits are submitted prior to the reservation date for consideration and approval.

• Age Classifications:

• Adults: 13 years and older

• Children: 2 to 12 years

• Infants: 0 to 2 years

• Children and Infants: Children and infants stay free of charge.

Security and Access Policy

1. Security Responsibilities:

The Lead Guest is responsible for ensuring that all members of their group are aware of the villa’s security protocols. This includes ensuring that all doors and windows, including garage doors, the front door, and doors leading to the pool area, are securely locked when not in use.

2. Keys:

Two keys to the main entrance will be provided upon check-in. In the event of a lost key, the guest must immediately notify the management team.

A replacement fee will be charged to the guest, based on the cost of replacement, which will be documented with an official receipt.

3. Security Alarm System:

Atlantic Heritage Luxury Villa is equipped with a monitored security alarm system. The alarm must be activated whenever the villa is left unattended to ensure the safety of the property.

4. Access for Maintenance:

Employees or agents of Atlantic Heritage Luxury Villa may require access to the property during the guest’s stay. Access will be arranged with 24 hours’ prior notice unless urgent maintenance is required for the villa or the private gardens/outdoor areas. In such cases, access will be granted at a reasonable time to ensure proper maintenance of the property.

Minimum Stay Policy
A minimum stay of 2 nights is required for all advanced bookings across our properties. However, Atlantic Heritage Unipessoal LDA reserves the right to make exceptions to this policy at its sole discretion. Guests may submit a request for a shorter stay, and approval will be granted based on availability and specific circumstances.

Atlantic Heritage Luxury Villa strongly recommends that guests obtain trip cancellation insurance to safeguard their vacation investment against unexpected circumstances such as injury, illness, job loss, or death, as well as other unforeseen events that may result in the cancellation of a confirmed reservation and forfeiture of payments.

In addition, we recommend that all guests purchase comprehensive medical insurance to ensure coverage for any medical emergencies or health-related issues that may arise during your stay.

These insurance policies provide financial protection in situations where we are unable to offer refunds or assistance.

We encourage all guests to consider both types of coverage for added peace of mind throughout their stay.

Please Refer to Atlantic Heritage Unipessoal Lda Privacy Policy

Occupancy and Property Policies

• Occupancy Limits: The maximum occupancy for the property is strictly enforced. Guests must not exceed the allowed number of occupants as stated in the booking.

• House Parties and Gatherings: House parties and large, unapproved gatherings are strictly prohibited. Any event or gathering that includes individuals not listed in the booking must receive prior approval from Atlantic Heritage Unipessoal LDA.

• Non-Smoking Policy: This is a non-smoking property. Smoking is permitted only in designated outdoor areas such as the pool terrace, balconies, or other specified locations.

• No Pets: Pets are not allowed on the property.

• Noise Policy: To maintain a peaceful environment, excessive outdoor noise should be minimised after 10:00 PM.

• Age Requirement: All guests must be 21 years of age or older to enter into the Rental Agreement.

Liability for Missing, Broken, or Damaged Items

Guests are responsible for ensuring the care and maintenance of all items within the rental property during their stay. Any items found to be missing, broken, or damaged will be the financial responsibility of the guest. This includes, but is not limited to, furniture, appliances, decor, and other amenities provided within the property.

• Missing Items: Guests will be liable for the cost of replacing any items that are removed or go missing from the property.

• Broken or Damaged Items: Guests will be responsible for the cost of repairing or replacing any items that are broken or damaged during their stay, beyond normal wear and tear.

In the event of any damage or loss, the guest must immediately notify the management team. Failure to do so may result in additional charges being applied.

Reservation Confirmation and Communication

Once a reservation is made with Atlantic Heritage Luxury Villa, the guest will receive an email confirmation detailing the booking information.

We recommend reviewing the terms and conditions carefully for your reference.

In addition, the guest will receive a separate email from Atlantic Heritage Luxury Villa, providing important information about the rental property and reservation, as well as facilitating direct communication with the Villa Manager.

A minimum of 48 hours notice is required for booking requests. However, Atlantic Heritage Unipessoal LDA reserves the right to make exceptions at its discretion if the request is feasible.

Payment Policy

To secure your reservation, a 50% deposit of the total balance is required at the time of booking.

The remaining balance must be paid in full by the arrival date. Access to the property and release of the keys will only be granted once the total balance has been received.

Atlantic Heritage Luxury Villa accepts the following payment methods:

• Credit Cards: Visa, MasterCard, and American Express, processed securely through our integrated payment platform with Stripe, one of the most secure payment platforms available.

• Direct Bank Transfers: Payment can be made directly to our company bank account. Guests who choose this option will be provided with full banking details. Once the transfer is completed, please notify us by sending the transaction confirmation to info@atlanticheritagevilla.com.

• Cash Payments: Accepted upon arrival.

If paying by bank transfer, please ensure the transfer is processed in a timely manner, and confirm the payment by email.

Damage Guarantee and Credit Card Policy

Credit card details will only be used in the event of any damage to the property or its contents, and the guest will be notified prior to any charges being made.

If any damage occurs to the property, its furnishings, or any items within the property, or if additional service charges are incurred by the guest or their party, Atlantic Heritage Luxury Villa reserves the right to deduct the corresponding amount from the credit card provided by the lead guest. These deductions may occur during or after the guest’s stay.

In the event that the guest does not provide a valid credit card or if payment for damages cannot be processed, Atlantic Heritage Luxury Villa reserves the right to pursue the amount owed through other legal means, including invoicing the guest directly for the cost of damages.

Housekeeping, Linen, and Laundry Service Policy

Daily Cleaning Service

Atlantic Heritage Luxury Villa provides a daily cleaning service as part of your stay.

For the cleaning to be carried out efficiently, we kindly request that the villa remain unoccupied during this time.

Upon check-in, please confirm your preferred cleaning time with the Villa Manager to ensure it suits your schedule.

Linens and Towels

A basic supply of linens and towels is provided for all guests, including:

• Fresh bed linens on each bed.

• One towel and one washcloth per guest, up to the maximum property capacity.

• Hand towels in each bathroom.

Towel and Linen Changes

• Towels will be refreshed every 3 days.

• Bed linens will be changed every 5 days or between reservations.

Should you require more frequent towel or linen changes, this service can be arranged.

Please notify our daily cleaner or contact Atlantic Heritage Luxury Villa via email either before check-in or during your stay to request these additional services.

Optional Laundry Service

We also offer a laundry service for guests who require washing, ironing, and folding of personal items. This service is optional and comes at an additional cost. For more information or to arrange the laundry service, please contact the Booking Manager.

Non-Discrimination and Right to Refuse Service Policy
Atlantic Heritage Luxury Villa reserves the right to refuse service to any guest whose behavior is disruptive or violates property rules.
The villa is rented without discrimination based on race, color, religion, gender, gender identity, sexual orientation, national origin, disability, or any other legally protected status.
Guests are expected to respect the property, staff, and fellow guests.

Occupancy and Event Policy

Atlantic Heritage Luxury Villa rents its properties to individuals and groups based on the maximum occupancy and the suitability of each guest for the property.

• House Parties and Events:

House parties, events, receptions, or large gatherings are strictly prohibited unless approved by Atlantic Heritage Luxury Villa. Requests for such gatherings must be made at least 48 hours in advance by contacting us via email prior to check-in.

• Guest Occupancy:

Only the guests listed on the rental agreement are permitted to occupy the property.

• Noise and Overcrowding:

Excessive noise, overcrowding, or the presence of unapproved guests may result in immediate expulsion from the property. In such cases, all payments made, including the security deposit, will be forfeited and are non-refundable.

• Family Gatherings:

Certain properties may allow family gatherings with prior approval. These gatherings require an additional fee and must be arranged in advance.

For further information or to inquire about the availability of family gatherings, please contact the Atlantic Heritage Luxury Villa manager.

Cancellation and Modification Policy

Once a reservation is confirmed by payment, guests who are unable to fulfill their obligation to occupy the rental property must notify Atlantic Heritage Luxury Villa as soon as possible.

• Cancellation Requests:

All cancellation requests must be submitted via email to info@atlanticheritagevilla.com.

• Cancellation and Modification Terms:

• Cancellations or modifications made 90 days or more before the arrival date can be made at no cost.

• Cancellations or modifications made within 90 days of the arrival date will incur a charge of 50% of the total reservation price.

• All modification requests will be reviewed by the owner and are subject to approval.

Force Majeure Policy

Atlantic Heritage Luxury Villa regrets that we cannot accept liability or provide compensation for any failure or delay in fulfilling our contractual obligations due to circumstances classified as force majeure.

For the purposes of these Booking Conditions, force majeure refers to any event that could not have been foreseen or avoided, even with all reasonable care. Such events may include, but are not limited to, war or the threat of war, civil unrest, acts of terrorism (actual or threatened), industrial disputes, natural or nuclear disasters, adverse weather conditions, fires, and any other similar events beyond our control.

Property Information, Pricing, and Fees Policy

It is the responsibility of the guest to thoroughly review the property description, photos, location, and amenities listed online for Atlantic Heritage Luxury Villa to ensure it meets the needs of their group. While all information provided is believed to be accurate, it cannot be guaranteed.

We strive to keep all details on the website up to date and correct. However, errors and omissions may occur.

We encourage guests to contact us with any questions or to confirm specific details before booking.

• Rates and Fees:

Prices listed on the website are in EUR and include VAT (tax at the time of purchase). Please note that rates, furnishings, fees, and taxes are subject to change without notice.

The rental pricing varies by season:

• High Season (1st June - 31st August & 20th December - 2nd January):

• €700 to €1,300 per day depending on group size

• Minimum stay: 2 nights

• Mid Season (15th March - 31st May & 1st September - 15th October):

• €500 to €1,100 per day depending on group size

• Minimum stay: 2 nights

• Low Season (16th October - 19th December & 3rd January - 14th March):

• €400 to €1,000 per day depending on group size

• Minimum stay: 2 nights

• Additional Fees:

• Laundry Service: €20 per load (wash, dry, and fold, up to 6kg)

• Occupancy:

The maximum occupancy of the villa is 8 adults, plus 2 children and infants.

We are happy to assist with any queries you may have before finalizing your reservation to ensure that all information is clear and accurate.

Swimming Pool and Jacuzzi Safety Policy

At Atlantic Heritage Luxury Villa, we prioritize the safety and well-being of all guests using the Swimming Pool and Jacuzzi areas. Please read and adhere to the following rules and regulations:

1. Use at Own Risk:

All adults use the Swimming Pool area at their own risk. Atlantic Heritage Luxury Villa and its staff are not liable for any accidents resulting from failure to comply with these rules.

2. Supervision of Children:

• Children under 16 years may use the Pool area only with the consent of their adult guardian and must be accompanied by an adult supervisor if they are not proficient swimmers.

• Children under 4 years must wear water-proof diapers at all times.

• The Jacuzzi is not recommended for young children. Children over 6 years may use the Jacuzzi under adult supervision, with a maximum stay of 10 minutes.

3. Access to the Pool Area:

All adult guests are responsible for ensuring that doors and windows leading to the Pool and Jacuzzi areas are kept locked when unattended to prevent unauthorized access by children.

4. Permitted Users:

• The Pool area is only for use by individuals who can swim.

• Disabled persons may enter the Pool area only when accompanied by their guardian.

• Children over 16 may use the Pool without supervision if their guardian has confirmed their swimming ability.

5. Prohibited Users:

The following individuals are not permitted to use the Pool area:

• People under the influence of alcohol, drugs, or other intoxicating substances.

• People with visible skin conditions or those jeopardizing the health and safety of others.

• Individuals not maintaining proper hygiene standards.

6. Health Precautions:

• Guests with serious medical conditions (e.g., heart disease, epilepsy, or respiratory issues) should consult a doctor before using the Pool or Jacuzzi.

• Guests must shower before and after using the Pool or Jacuzzi.

• Jacuzzi Temperature: Water temperature must not exceed 38°C for adults and a maximum of 30°C for children.

7. Behavior in the Pool Area:

• Diving, running, jumping, pushing, and rough play are strictly prohibited.

• Guests should refrain from shouting or screaming, which may distract attention from an emergency.

• Excessive use of sunscreen or tanning oil should be avoided before entering the Pool.

• Swimming at night is not recommended.

8. Safety and Hygiene:

• Guests must take care when walking around the Pool area to avoid slipping.

• No breakable items (e.g., glass bottles, drinking glasses) are allowed in or around the Pool.

• Inside furniture should remain inside the villa and not be brought to the Pool area.

• Guests should not attempt to lift Pool filter covers or fix any equipment.

9. Contamination Penalties:

Any contamination of the Swimming Pool will result in a fee of €500 - €750. Guests are responsible for ensuring that children do not swallow Pool or Jacuzzi water, as treated water can cause vomiting or intoxication.

10. Enforcement and Penalties:

• Unruly behavior that endangers the safety and health of others is strictly prohibited. This includes diving, running, pushing, and rough play.

• Guests who fail to comply with these rules may be subject to removal from the Pool or Jacuzzi area and incur a penalty of up to €750. In severe cases, this may result in expulsion from the rental property.

• Parents or legal guardians are liable for any damages caused by children under 18 years old.

By following these guidelines, you ensure a safe and enjoyable experience for yourself and other guests.

Pool Safety Guidelines for Children

1. Supervision:

Children must never be left unsupervised in the swimming pool or around the pool area. Constant adult supervision is required at all times, especially for young children and weak swimmers.

2. Check Pool Depths:

Always be aware of the pool’s depth markers. It is the responsibility of the adults to check and understand the varying pool depths to ensure the safety of all swimmers, particularly children.

3. Keep Children in View:

Adults should ensure that children, particularly small children and weak swimmers, are kept within view at all times while in or around the pool area. Vigilance is key to preventing accidents.

4. Changes in Pool Depth:

Guests must remain aware of any changes in pool depth. Ensure children are familiar with these changes and avoid areas that may pose a risk based on their swimming ability.

5. Running Discouraged:

To prevent slips and falls, Atlantic Heritage Luxury Villa strongly advises that children are discouraged from running on wet or slippery surfaces around the pool area.

6. Buoyancy Aids:

Weak or non-swimmers should wear appropriate buoyancy aids, such as life vests. However, these are not a substitute for active adult supervision. Continuous vigilance is required, regardless of any flotation devices.

By following these guidelines, you help ensure a safe and enjoyable pool experience for all guests.

Infinity Pool Safety Guidelines

Infinity pools, also known as Horizon Pools, offer breathtaking views and are increasingly popular for their seamless blend with the surrounding landscape. However, due to their unique design, some infinity pools may have significant drops from the far edge. To ensure the safety of all guests, Atlantic Heritage Luxury Villa emphasizes the following safety precautions, which are especially important for infinity pools:

1. No Standing or Walking on the Edge:

Guests are strictly prohibited from standing or walking near the edge of the infinity pool to prevent falls or accidents.

2. No Inflatable Objects:

Inflatable items such as rings, lilos, or other floatation devices are not allowed in the infinity pool, as they can obstruct visibility and lead to safety hazards.

3. No Diving:

Diving is not permitted in the infinity pool due to the risk posed by shallow depths and the unique design of the pool.

4. Supervision of Children:

Children must always be accompanied and supervised by an adult when in or around the infinity pool. Constant vigilance is required to ensure their safety.

By adhering to these guidelines, you help ensure a safe and enjoyable experience while taking in the stunning views provided by the infinity pool.