Terms of Business – Villa & Property Managers

Kohsamuirentals.com provides customized software specifically designed to display online holiday home rentals located in Koh Samui. The system allows villa owners and managers to create their own pages to display their properties at their best while offering the consumer immediate online booking for their choice of villa and holiday dates through our interactive online calendar.

Our Terms of Business have been created to ensure the system operates at the desired level for all parties involved and by uploading any rental property details to this website you are signifying that you have read, understood and agree to these Terms of Business.

Definitions used in this document:

‘The Client’ means the person undertaking a property rental through Kohsamuirentals.com.

‘The Property’ means any property listed on Kohsamuirentals.com.

‘The Property Manager’ means the person or company that has listed properties for rental on Kohsamuirentals.com. This may be an individual owner, a partnership, a corporation or an authorised agent.

‘The Website’ means Kohsamuirentals.com.

‘The Administrators’ means the owners and management team responsible for Kohsamuirentals.com website.

‘Master Booking System’ means the interactive online calendar system available on The Website is being used by The Property Manager as the prime tool for managing reservations and bookings for The Property.

‘Deposit’ means the payment made by The Client, through the Master Booking System, for confirmation that The Property has been booked exclusively for the chosen dates.

‘Reservation System’ means the online calendar system available on The Website is not being used by The Property Manager as the prime tool for managing reservations and bookings for The Property.

‘Booking Fee’ means the payment made by The Client, through the Reservation System, to reserve The Property for the dates of their choice.

The Property Details:

The Property Manager is responsible for uploading and maintaining the information on the site and The Administrators accept no responsibility for any inaccuracies or errors in the information supplied.

The Property Manager should ensure all information is kept up to date and that any photographs or descriptions of The Property are not misleading in any way.

Any dispute between The Client and The Property Manager must be resolved by the parties concerned. The Administrators will not be involved.

The Online Calendar System

The Website offers potential clients the facility to make a reservation or confirmation as soon as they have found a suitable property available for their chosen dates. The online calendar is designed to automatically update any reservations and bookings made through The Website. It also allows The Property Manager to input direct bookings themselves, thereby maintaining a comprehensive up-to-date calendar for each property, whether the bookings have come through The Website or from other sources.

It is the responsibility of The Property Manager to ensure the online calendar is kept fully up-to-date. This will save time for both The Property Manager and The Client, by avoiding reservations for dates that have already been booked. An immediate confirmation can be offered only where the online calendar for The Property is fully up-to-date.

Property Managers are encouraged to use the online calendar as their Master Booking System for maximum efficiency and to facilitate immediate confirmation of bookings through The Website (see below for ‘Reservation, Confirmation and Deposits’).

The Contract:

The Website provides software to enable The Client to confirm a booking directly with The Property Manager for the holiday home and dates of The Client’s choice. Although The Administrators take payments on The Property Manager’s behalf The Client is entering into a contract with The Property Manager.

The Property Manager must include on The Website a copy of the contract terms pertaining to The Property for The Client to inspect prior to booking, and both parties agree to abide by the contract terms relevant to The Property.

Booking Fee:

The Administrators charge a flat commission and handling fee totalling 15% of the rental value of The Property for the services supplied through The Website. This fee is payable by The Client to The Administrators directly.

The Booking Fee either:

Reserves The Property for the Client for their chosen dates, awaiting confirmation from The Property Manager.

Or

Is part of the Deposit required by The Property Manager to confirm a booking.

Reservation, Confirmation and Deposits

The Administrators offer a highly efficient system designed to encourage The Client to commit to The Property immediately, and this should result in more bookings for The Property Manager.

We strongly recommend the interactive online calendar supplied for each property is used as the Master Booking System as this is the most efficient option for both The Client and The Property Manager. However, The Property Manager may choose either of the following alternatives for Reservation, Confirmation and Deposits:

Master Booking System – our recommended option:

Where The Property Manager agrees to use the online calendar system available on The Website as the prime tool for managing reservations and bookings for The Property, and is committed to ensuring the calendar is fully up to date at all times, then the Master Booking System will reduce administrative involvement by allowing immediate confirmation and collection of a Deposit from The Client (see Important Note below).

Under this arrangement The Property Manager can set an appropriate level of Deposit to be collected directly from The Client through The Website at the time of Booking. Payment of such a Deposit automatically commits The Property for the exclusive use of The Client for the chosen dates (ie confirmation of the booking) without any intervention required by The Property Manager (subject to the Important Note below).

The Deposit will be paid to The Property Manager, less commission and handling fees totalling of 15% of the full value of the rental. This payment will be made:

Within seven working day of receipt by The Administrators if The Property Manager has a valid Paypal receiving account.

Or

Within seven working days from the end of the month in which the booking deposit was received if The Property Manager opts for international transfer to a designated bank account.

Further payments required from The Client may be notified and collected directly by The Property Manager. Alternatively, The Administrators offer an automated system for the collection of outstanding funds through The Website. A small handling fee of 5% will be deducted before funds are forwarded to The Property Manager, again within the timescales mentioned above. Further details are available on request.

Important Note

Although The Property Manager must commit to regularly updating and maintaining the online calendar when opting to use the Master Booking System, The Administrators recognise that there may be rare circumstances whereby the information may not be fully accurate.

However, if The Property Manager consistently fails to keep the online calendar up-to-date, and Deposits have to be returned to The Clients as a consequence, The Administrators reserve the right to charge The Property Manager an amount commensurate to the Booking Fee for each instance, or ultimately exclude The Property from The Website.

Reservation System – NB  more administration is required with this option:

The Administrators offer a secure facility for the collection of a Booking Fee payable by The Client to reserve the chosen holiday rental. This payment represents the commission due on The Property rental and is held by The Administrators.

Confirmation of The Property booking is the responsibility of The Property Manager and must be notified directly to The Client by The Property Manager within five working days of the date of the email from The Administrators notifying that a booking fee has been paid. Any further deposit requirements can be collected at this stage directly from The Client by The Property Manager.

Confirmation of the booking must also be notified to The Administrators at the same time as The client, either by email or through an update in the interactive online calendar.

The Property Manager is always responsible for maintaining the relevant online calendar to allow users to see if a rental property is available on any selected dates. If the calendar is not fully up-to-date then the payment of a Booking Fee by The Client will not guarantee the selected holiday rental.

In the event that The Client’s chosen rental is not available as per the calendar on The Website, and a suitable alternative cannot be secured, then the booking fee will be returned in full by The Administrators (please see the Important Note below).

Any further payments made by The Client may qualify for a refund in the event of cancellation of the booking or any other reason by agreement with The Property Manager. However, the booking fee is non-returnable in the case of cancellation by The Client. 

Important Note:

If The Property Manager consistently fails to keep the online calendar up to date, and Booking Fees have to be returned to The Client as a consequence, The Administrators reserve the right to charge The Property Manager a commensurate fee for each instance, or ultimately exclude The Property from The Website.

Marketing Material:

The property owner/manager allows KohSamuirentals.com full use of photos, video and other property details supplied that will help with the various marketing efforts carried out.

Advertising

Advertising on The Website offers The Property Manager excellent value for money –whether through banners, or by opting for the ‘Recommended Property‘ designation, or for inclusion in the ‘Spotlighted Listings’ section – and should result in increased client response for the properties listed. However, The Administrators guarantee there will be no competing rental property advertisements displayed on any of the dedicated pages for each property listed on The Website.

Advertisements, ‘Highlighted Listings’ and ‘Recommended Property’ designation will only appear on the Home Page and other general pages. Full details are available on request.

Privacy Statement:

The Property Manager and The Client will effectively be introduced through The Website and will be able to correspond directly once the Booking Fee or Deposit has been paid.

To process the booking The Administrators need to collect certain information from The Client and The Property Manager. Only relevant information about either party will be disclosed. No personal information related to The Client or The Property Manager will be passed to any other third party by The Administrators for commercial or other purposes.

The Property Manager’s bank details are strictly confidential and will be treated as such. Where The Property Manager would prefer The Administrators not to have access to this information then financial transactions must be undertaken through the Paypal secure payment system.

However, The Website client database, including any personal data relating to The Clients or The Property Managers contained therein, may have to be disclosed to a third party acquiring The Website whether by takeover, merger, acquisition, reorganisation or otherwise.

Cookies:

The Website uses cookies. A ‘cookie’ allows information to be stored on a user’s computer by The Website to improve efficiency. Please enable cookies when using The Website.

Newsletter:

Any person making a booking for, or an enquiry about, rental properties displayed on The Website may receive occasional Newsletters by e-mail with information such as special deals offered through Kohsamuirentals.com. Property Managers will automatically receive copies of Newsletters. To opt out of this service please use the facility provided in the first or subsequent Newsletter.

Other websites:

Links to other websites through Kohsamuirentals.com are not endorsed or recommended by The Administrators in any way.

Download and print these terms of business as a PDF from here.