TERMS OF USAGE:
These conditions set out the basis upon which My City Spaces, – company number 09872912, (“My City Space Ltd”) accepts bookings to rent its apartments (“apartments”). References in these conditions to “we”, “our” or “us” are references to My City Spaces. References to “you” or “your” are references to you, your notified guests and any other residents of the apartment during the duration of your booking.
These conditions set out the basis of your contract with us. By placing a booking with us you are accepting these conditions. All offers and bookings are subject to availability.
These T’s and C’s shall form the superior document in any dispute resolution. If there is a conflict between a booking confirmation and the T’s and C’s then the T’s and C’s document will be taken as correct.
A contract will come into effect between you and us when we issue you a written confirmation of your booking, following your signing of this document. The contract is subject to these conditions. We have the right to refuse any booking prior to the issue of your written confirmation and, if we do this, we will tell you in writing and promptly refund any money you have paid us.
The rental amount shall be fixed for the duration of the booking and shall be payable in advance via credit or debit card to My City Spaces.
The amount is inclusive of costs for electricity, water, heating, TV licence, council tax and internet.
3.1. Security Deposit
You shall provide us with at least £250.00 as a security deposit which will be held by us for the duration of the stay as security for payment by you in respect of any damage or loss caused to the apartments fixtures fittings or furniture. The deposit shall be returned to you within 7 days from the end of your stay subject to the condition of the apartment and its fixtures, fittings and furniture as assessed by an independent inventory specialist.
4.1 Pre- Payment
All guests are requested to pay 50% of the total booking at least 30 days prior to arrival and 100% of the total booking is payable if arriving date is in less than 30 days. All subsequent rent payments are due monthly in advance showing as cleared funds in our account in advance of the date up to which you have already paid. Pre-payment is refundable, provided the guest cancels the reservation within 14 days of arrival.
4.2 Late Payment
Late payment will incur a fee of £100. A continued delay in payment of rent will incur interest at 5% above the HSBC standard base rate on the total amount due including penalties.
Should there be a dispute over a component of an invoice you will pay the undisputed amount within the above credit terms. For example if you believe that you have been invoiced incorrectly for 21 nights instead of 20, you will pay for the 20 nights within the above payment terms. Failure to make payment for the undisputed amount will result in the above penalty charges becoming payable.
5. If YOU wish to cancel or change a booking
Cancellations 14 days prior to your arrival date: If you wish to cancel your booking 14 days in advance of your arrival date all accommodation costs will be refunded along with your damage deposit, cleaning costs and check- in fee if applicable. You WILL however, be charged the non-refundable £30 admin fee.
Cancellations with-in 14 days of your arrival date: If you wish to cancel your booking with-in 14 days of your arrival you WILL be liable for the total of your stay. Example: If your total stay was £300 and you wanted to cancel, the total cancellation fee would be £300. No refunds will be processed when cancellations are made less than 14 days of arrival.
Reductions in length of stay whilst in occupation: If you wish to reduce the length of your booking or cancel your stay whilst in occupation you will be charged a maximum 14 days accommodation costs or if less up until the end of your stay. You WILL be refunded your damage deposit in-accordance with our check-out terms but WILL NOT be refunded your cleaning charge, check-in fee or £30 admin fee.
For all cancellations or reductions in length of stay you MUST notify us in writing as soon as possible at: MY My City Spaces, 67-68 HATTON GARDEN, EC1N 8JY or by email to [email protected]
The booking will be cancelled on the day that the written notice of cancellation is received by us. We will confirm receipt of the cancellation by return e-mail
If you wish to extend your booking you must notify us at least 30 days prior to the end of your rental period. Any extension to your booking is subject to availability, our approval and a rent review.
6. If WE cancel or change a booking
We do not expect to have to make any changes to your booking, however should your booking have to be changed or cancelled we will contact you (by e-mail and following up by telephone where reasonably possible in the case of a significant change or cancellation) as soon as is reasonably practical, to explain what has happened and inform you of the cancellation or change.
If a significant change has to be made (and the change is not acceptable to you) or your booking has to be cancelled, we will, if possible and as soon as reasonably practical, offer you a suitable alternative apartment of similar type and standard in a similar location for the same dates. We also reserve the right to offer you a higher specification or larger apartment which may be at a higher weekly rent. You are under no obligation to accept this higher priced accommodation but if you do you may be asked to immediately top up your rent and damage deposit.
If you do not wish to accept a significant change we cannot offer you a suitable alternative apartment, you will receive a full refund of all monies paid to us that are applicable to the period for which you are unable to occupy the property.
We will not be liable for any additional costs or charges you incur in arranging alternative accommodation.
You should tell us as soon as reasonably possible whether you wish to accept any change or alternative apartment offered. We will try to contact you by e-mail or telephone to gain a response and if you fail to confirm that you wish to accept any change or alternative apartment within 48 hours of our informing you of the same we are entitled to assume you wish to cancel your booking.
If at anytime we become aware of antisocial behaviour or damage on the part of you or any one in the apartment during your stay we may cancel the booking immediately and you will be required to vacate the apartment. No refund of any monies you have paid in respect of your booking will be made and we will not have any liability to you as a result of this situation arising (including, for example, any costs or expenses you incur due to not being able to occupy the apartment, such as you incurring the cost of securing alternative accommodation). In this situation, we are not under any obligation to find any alternative accommodation for you.
My City Spaces reserve the right to serve 14 days’ notice on you to vacate the apartment at any time during your stay.
Only persons notified to us by you prior to your arrival date and listed on our written confirmation of booking may occupy the apartment. You may not re-let/sublet the apartment to any other third party.
The number of persons permitted to occupy the apartment is limited to the number listed on our written confirmation of your booking.
8. Checking in and checking out
You can arrive at the apartment any time between the hours of 2PM and 10PM on weekdays. We will contact you prior to your arrival so that we may allocate you a time to be met by one of our representatives. If you are delayed or cannot attend at your allocated time for whatever reason you must notify us by telephone. Failure to notify us of any deviations to your arrival time may result in you incurring a charge.
On arrival you will be required to provide photographic proof of your identity (e.g. a passport or photo-card driving licence). Copies may be taken of these for our records.
On arrival you will be presented with an inventory and schedule of condition (prepared by an independent inventory clerk) for your apartment which you will be required to sign. This will stand as your check in report which will be used as a reference to check the inventory and condition of your apartment during and after your booking.
We will liaise with you prior to the end of your stay to book a departure time which will be between the hours of 10am and 12pm on weekdays. You will be met by one of our representatives who will run through the condition of the apartment against the check in report and note any discrepancies. You will be required to sign the report and hand over all of your keys.
If there is any delay in vacating the apartment beyond the agreed time, a full day’s rental may be charged to you for each additional day’s (or part thereof) occupation.
We are entitled at our sole and absolute discretion to refuse to hand over to you, or to take immediate possession of, the apartment if we reasonably believe that any damage is likely to be caused, has been caused or is being caused by you or any occupants of the apartment. No refund of any monies you have paid in respect of your booking will be made. You will still be liable for any monies due on the apartment and we will have no liability to you as a result of this situation arising (including, for example, any costs or expenses you incur due to you not being able to occupy the apartment, such as you incurring the cost of securing alternative accommodation). In this situation, we are not under any obligation to find any alternative accommodation for you.
9. Facilities and services
The apartment is furnished to a high standard and includes a kitchen equipped with appliances, cutlery, crockery, and kitchen utensils as fully itemised in the inventory.
Unless otherwise specified, the prices quoted include heating, electricity, gas, water, council taxes, television license and internet usage. A landline telephone will be provided for you to receive incoming calls only. You will not be able to make any outgoing calls other than to the emergency services on 999.
Cleaning services can be arranged for a fee negotiable with the booker.
We are not responsible for any failure or interruption of services to the apartment, including but not limited to electricity and water or any damage, disruption or noise.
No pets, other than registered guide and hearing dogs belonging to those with visual and hearing impairments, are allowed in any of the apartments under any circumstances.
We operate a no smoking policy. Smoking is not permitted in the apartments or in any other area of the apartment block. If, in our reasonable opinion, smoking has occurred in the apartment during your stay we will charge you a fee of £300.00 for additional cleaning of the apartment. This fee is applicable in each instance for which we think smoking has occurred in the apartment. It is at our ultimate and sole discretion as to whether smoking has occurred in the apartment. In addition you will be liable for any charges incurred by us if we have to out book guests whilst the apartment is being de-odorized. Any such charge would be limited to 2 days at your agreed daily rate (as per Section 3).
You and anyone who occupies the apartment with you agree both to keep the apartment and the complete inventory thereof clean and tidy and to leave the apartment in a similar condition as you found it upon your arrival. You and anyone who occupies the apartment with you further agree not to use the apartment for any commercial purpose, including but not limited to assigning or subletting it or otherwise allowing anyone to occupy it who has not previously been accepted in writing by us.
Except in the case of normal wear and tear you are responsible for any damage to the apartment or its contents suffered during your stay which has occurred due to the negligence, wilful default or irresponsible behaviour on the part of you or those occupying the apartment or their guests. Any damage must be reported to us, without delay. No items may be removed from the apartment. If any items are removed, or damaged beyond fair wear and tear we will replace them and pass any charges to you. You will be liable for the cost of our remedying any issues plus 20% administration costs.
Loss of any keys will incur a charge of up to £450.00 for the replacement of locks, keys, fobs and/or any other access devices.
13. Data Protection
For the purposes of the Data Protection Act 1998, we are the sole data controller of all personal data provided to us by customers and prospective customers. In order to process your booking we need to collect certain personal details from you, for example names and addresses of occupants, contact numbers of guests in case of emergency, credit/debit card or other payment details, special requirements such as those relating to any disability or medical condition which may affect any occupant’s arrangements and any dietary restrictions which may disclose religious beliefs. If we need any other personal details, we will tell you before we obtain them from you.
Except where expressly permitted by the Data Protection Act 1998, we will only deal with the personal details you give to us in accordance with the above, unless you agree otherwise.
14. Rights of access
You must allow us and any representative of ours (including workmen) access to the apartment at any reasonable time during your occupation (except in cases of emergency or where a problem needs remedying quickly and you cannot be contacted in time – in these situations we are entitled to enter the apartment at any time without giving you prior notice).
We will of course try to give at least 24hrs notice to you, and will attempt to comply with any time requests you have of us. In any case where reasonable notice has not been given, or cannot be given, any such entry into your apartment will be supervised by a member of our staff.
My City Spaces APARTMENTS are entitled to carry out inspections of the apartment every 14 days and will schedule at least one inspection during the course of your stay.
15. Security of tenure
The apartments are exempt from security of tenure legislation. You acknowledge that you have the right to occupy the apartment for the purposes of a holiday or other short term stay and that you are not using it as a dwelling house. You have no security of tenure over any apartment rented by My City Spaces.
We aim to ensure that the information provided by us is accurately conveyed in the web site/brochure and other promotional literature or material produced and circulated by us. However, the information and prices in this web site/brochure/other material may have changed by the time you come to book. Whilst every effort is made to ensure the accuracy of the web site/brochure/other material and prices at the time of printing, changes and errors occasionally occur. You must therefore ensure you check all details of your chosen apartment and arrangements with us at the time of booking, and check the details on your booking confirmation are correct.
There may be small differences between the actual apartment and its description, as we are always seeking to improve services and facilities. Occasionally, problems mean that some facilities or services become unavailable or subject to restriction. If this happens, we will tell you as soon as reasonably practical after we become aware of the situation. We cannot accept responsibility for any changes or closures to area amenities or attractions mentioned in the web site/brochure, or advertised elsewhere.
We make reasonable efforts to ensure that information supplied to you in relation to the apartment or its facilities and/or services is accurate and complete as at the date given. We cannot accept responsibility for any inaccurate, incomplete or misleading information about any property or its facilities and/or services, except in the case of our negligence. We will, however, use our reasonable endeavours to notify you of any changes to or inaccuracies in any information contained in the web site/brochure or otherwise provided to you as soon as reasonably practical after we become aware of the change or inaccuracy.
17. Circumstance beyond our control
Except where otherwise expressly stated in these conditions, we will not be liable for any changes, cancellations, effects on your stay, loss or damage suffered by you or for any failure by us to perform or properly perform any of our obligations to you which is due to any event(s) or circumstance(s) beyond our reasonable control except where caused by our negligence. By way of example, such events or circumstances include fire, flood, exceptional weather conditions, epidemics, destruction or damage of the property by any cause (other than our negligence) cancelation of head leases, changes of statutory licences and all similar situations.
In some instances, for example if your agreement has to be cancelled before departure, we may reimburse some of the amount of monies paid to us by you for your booking. No compensation, expenses, costs or other sums of any description (including without limitation the cost of securing alternative accommodation) will be payable by us in such circumstances.
In such circumstances we will assist you in finding suitable alternative accommodation from our own portfolio, that of other apartment service providers or hotels.
Nothing in these conditions shall affect your statutory rights.
We will have no liability for any death or personal injury unless it results from our negligence, that of our employees (providing they were at the time acting in the course of their employment) or our agents. You must take all necessary steps to safeguard your personal property. No liability is accepted by us in respect of damage to, or loss of, such personal property except where the damage or loss is caused by our negligence, that of any of our employees (providing they were at the time acting in the course of their employment) or our agents.
In no circumstances shall we be liable to you, in contract, tort (including without limitation negligence) and/or breach of statutory duty, or otherwise, for any losses, costs, claims, damages or expenses including without limitation loss of profits, revenue or income (whether actual or potential), loss of business (whether actual or potential) or for any indirect or consequential (including economic) loss of any kind.
Our total liability to you, howsoever arising, as a result of or in connection with your booking shall be limited to the total amount paid by you to us for such booking.
Every effort has been made to ensure that your apartment meets your expectations. If, however, if you have any cause for complaint we are anxious that remedial action is taken as soon as possible. It is essential that you contact us immediately if any problem arises so that it can be speedily resolved. Discussion of any criticisms with us whilst you are in residence will usually enable shortcomings to be rectified straightaway. In particular, complaints of a transient nature (for example, regarding heating of the property) cannot possibly be investigated unless registered whilst you are in residence. If you remain unhappy with our response, then you must, within 30 days of the end of your stay, put your complaint in writing to us by recorded delivery.
Our complaints procedure is as follows:
Email your complaint to [email protected]
You will receive a response within 1 working day (we will endeavour to respond within 3 working hours).
20. Law, Jurisdiction and General
These conditions and all matters arising in relation to your booking shall be interpreted, construed and enforced in all respects in accordance with English law and you and we each irrevocably agree to submit to the exclusive jurisdiction of the English Courts over any matter or claim arising from or in connection therewith. The place of performance shall be England.
If any provision of these conditions is held to be unlawful, void or unenforceable then that provision shall be deemed deleted and its deletion shall not affect the validity and enforceability of the remaining provisions.
Your booking is personal to you, and you may not assign or transfer it in whole or in part. You may however substitute occupants by giving us notice and receiving our approval in writing.
These conditions and the documents referred to in them set out the entire agreement between My City Spaces and you and supersede any previous agreements between us relating to the subject matter of these terms. By booking accommodation through us you are acknowledging that you have not relied on any representation, warranty, agreement or statement which is not set out in these conditions and that you will not have any right or remedy arising out of any such representation, warranty, agreement or statement.