Terms & Conditions

Terms and Conditions
Cotswold Airbnb Management

Effective Date: 13 June 2025

1. Introduction

Welcome to Cotswold Airbnb Management. These Terms and Conditions ("Terms") govern the provision of co-host management services by Cotswold Airbnb Management to property owners ("Client" or "you") in the Cotswolds region. By engaging our services, you agree to be bound by these Terms. Please read them carefully.

 

2. Definitions

"Company," "We," "Us," "Our": Refers to Cotswold Airbnb Management.
"Client," "You," "Your": Refers to the individual or entity who owns the property and engages our services.
"Property": The residential property located in the Cotswolds that is managed by the Company on behalf of the Client.
"Services": The comprehensive co-host management services provided by the Company as outlined in Section 4, including but not limited to booking management, in-house cleaning, in-house maintenance, guest communication, and financial reporting.
"Guest": Any individual or group of individuals who book and stay at the Property through an online travel agency (e.g., Airbnb.com).
"Platform": Refers to online travel agency platforms such as Airbnb.com, through which bookings for the Property are made.

 

3. Acceptance of Terms

Your engagement of our Services, whether through a signed service agreement, verbal confirmation, or continued use of our Services, constitutes your unconditional acceptance of these Terms. These Terms, along with any specific service agreement, proposal, or quotation provided by us, form the entire agreement between you and Cotswold Airbnb Management.

 

4. Our Services

Cotswold Airbnb Management provides the following comprehensive co-host management Services to the Client:

 

4.1. Booking & Revenue Management:
Optimising Property listings on chosen Platforms (e.g., Airbnb.com), including description and professional photography coordination.
Dynamic pricing strategy implementation to maximise occupancy and income.
Managing booking inquiries, reservations, and calendar synchronisation across Platforms.
Handling booking amendments and cancellations.

 

4.2. In-House Cleaning & Property Presentation:
Professional cleaning of the Property between Guest stays by our dedicated in-house cleaning team.
Linen and towel management, including laundry.
Restocking of essential amenities (e.g., toiletries, basic kitchen supplies) as agreed.
Quality control checks before Guest arrival to ensure cleanliness and presentation standards.

 

4.3. In-House Property Maintenance:
Coordination and execution of minor repairs and general upkeep by our dedicated in-house maintenance team.
Rapid response to urgent maintenance issues during Guest stays.
Regular property checks and preventative maintenance as agreed.
Coordination with external specialist contractors for major repairs or works outside our in-house scope (costs borne by Client unless otherwise agreed).

 

4.4. Guest Communication & Support:
Serving as the primary point of contact for Guests before, during, and after their stay.
Providing check-in/check-out instructions and local recommendations.
Addressing Guest queries, issues, and emergencies promptly.

 

4.5. Review Management:
Encouraging Guests to leave positive reviews.
Responding professionally to all Guest reviews on relevant Platforms.

 

4.6. Supply Management:
Monitoring and replenishing consumable supplies required for Guest stays.

 

4.7. Legal & Compliance Guidance:
Providing general guidance on relevant local regulations and best practices related to short-term rentals in the Cotswolds and wider UK. (Note: This is not legal advice and Client remains responsible for compliance).

 

4.8. Financial Reporting:
Providing regular statements detailing bookings, income, and expenses related to the Property.

 

5. Client Responsibilities & Obligations

 

 

5.1. Property Condition & Safety: The Client warrants that the Property is safe, legally compliant, and fit for purpose as a short-term rental. This includes having valid landlord insurance (which covers short-term letting), gas safety certificates, electrical safety certificates, fire safety equipment, and any other required legal certifications.

 

5.2. Access to Property: The Client must provide the Company and its in-house teams with unrestricted access to the Property as required to perform the Services. This includes providing all necessary keys, access codes, or other entry methods.

 

5.3. Insurance: The Client is solely responsible for maintaining adequate property insurance, public liability insurance, and any other relevant insurance policies required for operating a short-term rental. These policies must cover short-term letting activities and protect against loss, damage, or liability to Guests, the Company, or third parties.

 

5.4. Utilities & Internet: The Client must ensure all utilities (electricity, gas, water) and high-speed internet are fully functional and paid for at the Property.

 

5.5. Furnishings & Equipment: The Property must be fully furnished, equipped, and maintained to a standard suitable for Guests, including sufficient kitchenware, linens, towels, and functional appliances.

 

5.6. Legal Compliance: The Client is responsible for complying with all applicable local, national, and Platform-specific laws, regulations, and bylaws relevant to short-term rentals, including but not limited to planning permissions, council tax, waste disposal regulations, and health & safety requirements.

 

 

5.7. Information Accuracy: The Client must provide accurate and up-to-date information regarding the Property, its condition, and any specific requirements.
5.8. Charges: The Client is responsible for all Property-related expenses, including but not limited to utilities, council tax, mortgage payments, insurance premiums, and costs for major repairs or upgrades.

 

6. Fees & Payment

 

6.1. Service Fees: The Company's fees for the Services will be [e.g., a percentage of gross booking revenue / a fixed monthly fee / a combination of both, as agreed in a separate proposal or service agreement].

 

6.2. Invoicing & Payment Terms:
Fees will be [e.g., deducted directly from booking payouts / invoiced monthly].
Payment terms for invoices are [e.g., 7 days from invoice date].
[Specify any late payment penalties or interest charges].

 

6.3. Expenses: The Client authorises the Company to incur necessary expenses on behalf of the Property (e.g., restocking supplies, minor maintenance costs). These will be [e.g., deducted from earnings / invoiced to the Client]. Any significant expenses will be pre-approved by the Client, except in emergencies.

 

6.4. Pricing Adjustments: The Company reserves the right to review and adjust its service fees with [e.g., 30 days'] written notice to the Client.

 

7. Property Access & Keys

The Client shall provide the Company with [e.g., two sets of keys/access codes] to the Property for the duration of the agreement.
The Company will implement secure key management procedures.
The Client must notify the Company immediately of any changes to access arrangements or security systems.

8. Liability & Indemnification

 

8.1. Company Liability: The Company will exercise reasonable care and skill in performing the Services. The Company shall not be liable for any loss, damage, or injury to the Property, Guests, or third parties, except where such loss, damage, or injury arises directly from the Company's proven negligence or wilful misconduct.

 

8.2. Limitation of Liability: In no event shall the Company's total liability to the Client for any claim arising out of or in connection with these Terms or the Services exceed [e.g., the total service fees paid by the Client in the preceding 6 months, or a fixed amount like £X,XXX].

8.3. Client Indemnity: The Client agrees to indemnify and hold harmless Cotswold Airbnb Management, its employees, agents, and sub-contractors, from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:
Any breach of these Terms by the Client.
Any property damage, personal injury, or death occurring at the Property (unless directly caused by the Company's negligence).
The Client's failure to comply with any applicable laws, regulations, or safety standards.
Any claims made by Guests or third parties related to the Property.

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8.4. Force Majeure: The Company shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from any cause beyond its reasonable control (e.g., acts of God, natural disasters, epidemics, governmental actions, strikes).

 

9. Termination of Services

 

9.1. By Either Party: Either the Client or the Company may terminate this agreement by providing [e.g., 30 days'] written notice to the other party.

 

9.2. Termination for Cause: Either party may terminate this agreement immediately by written notice if the other party commits a material breach of these Terms and fails to remedy that breach within [e.g., 7 days] of receiving written notice to do so.

 

9.3. Effect of Termination: Upon termination:
The Client shall pay any outstanding fees and expenses incurred up to the termination date.
The Company will cooperate to ensure a smooth handover of the Property and its management.
The Company will continue to manage any bookings confirmed prior to the termination notice period, and its fees will apply to those bookings.
The Client will regain full control and access to their Platform accounts.

 

9.4. Withdrawal of Property: If the Client wishes to use the Property themselves, they must provide [e.g., 60 days'] notice to the Company. Bookings already confirmed for that period will be honoured or subject to the Platform's cancellation policies and potential fees.

 

10. Intellectual Property

Any content created by the Company for the Property listing (e.g., descriptions, enhanced photographs commissioned by the Company) shall remain the property of the Company or be licensed to the Client for use solely on the Platforms for the purpose of short-term rental. Upon termination, the Company may request the removal of such content.

11. Confidentiality

Both parties agree to keep confidential any proprietary or sensitive information disclosed by the other party during the course of the agreement, including but not limited to business strategies, financial data, and client/guest lists, unless required by law.

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12. Data Protection

The Company will collect, process, and store personal data in accordance with its Privacy Policy [Link to your Privacy Policy], which forms part of these Terms.

 

13. Dispute Resolution

In the event of a dispute arising out of or in connection with these Terms, the parties agree to first attempt to resolve the dispute amicably through good faith negotiations.
If a resolution cannot be reached, the parties agree to consider mediation before resorting to litigation.

14. Governing Law & Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

 

15. General Provisions

 

15.1. Entire Agreement: These Terms, together with any referenced documents (e.g., Privacy Policy, specific service agreement), constitute the entire agreement between the parties and supersede all prior agreements, understandings, or arrangements.

 

15.2. Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

 

15.3. Waiver: No waiver by the Company of any breach of these Terms by the Client shall be considered as a waiver of any subsequent breach of the same or any other provision.

15.4. Assignment: The Client may not assign or transfer their rights or obligations under these Terms without the prior written consent of the Company. The Company may assign its rights and obligations without consent.

15.5. Third Party Rights: A person who is not a party to these Terms shall not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms.

16. Changes to These Terms

The Company reserves the right to update or modify these Terms at any time. We will notify Clients of any significant changes by [e.g., email or prominent notice on our website] at least [e.g., 30 days] before the changes take effect. Your continued use of our Services after the effective date of the revised Terms constitutes your acceptance of the changes.

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17. Contact Us

If you have any questions about these Terms, please contact us:

Cotswold Airbnb Management
[Our Phone Number] 07710681408
[Our Email Address]cotswoldairb.bmanagement@gmail.com