Privacy & Terms
Terms & Conditions
Thank you for choosing to stay in one of the The Vintage Holiday Houses. The following terms and conditions are in place to be as informative as possible for our guests. They also are in place to clearly establish the expectations and obligations of guests and owners in most foreseeable situations that we are reasonably able to foresee.
All of the homes featured at The Vintage Holiday Houses are individually owned and are not owned by Vintage Assist Pty Ltd. As such, each property is unique in terms of its age, furnishings, decor, condition and amenities. Vintage Assist Pty Ltd is a licensed office acting in the capacity as a managing agent for each property and in the event of any disagreement or dispute Vintage Assist Pty Ltd is required to seek instructions from the actual owners of the property.
It is the responsibility of all guests to abide by the booking terms and conditions. As the party making the booking you are also responsible to ensure that all persons staying at the premises during the term of your booking have read and understood the booking terms and conditions. Your signature on this document or your acceptance online is your acknowledgement that you have done so. Vintage Assist Pty Ltd and the property owners are in no way responsible if a guest fails to read the booking terms and conditions or fails to advise their fellow occupants.
The terms and conditions of the booking as agreed to by both parties are as follows. Non-compliance with terms and conditions will permit Vintage Assist Pty Ltd or the owner to refuse the key, amend the charge or immediately terminate the occupancy.
Payment Terms: A reservation fee of 50% of the full tariff is required to confirm the booking within 48 hours. Unfortunately, we are unable to ‘hold’ bookings beyond this time without payment of deposit and will be forced to cancel. The balance of tariff is due 14 days prior to the booking. Easter, Long Weekends, Christmas, New Year and ‘Event Weekend’ bookings must be paid in full four weeks prior to arrival.
Accepted payment methods:
- By credit card over the telephone. (Amex and Diners not accepted). A 1.1% surcharge is levied on credit card payments.
- By Direct Deposit to the ‘Vintage Assist Property Management Trust Account’. ANZ Bank – BSB: 012-780. Account No: 836949988
NOTE: Please use your surname as the reference for your deposit. It is essential you also email our office notification of payment to email@example.com so we can clearly identify and receipt your payment.
Arrival and Key Collection: Keys may be collected from Vintage Holiday Houses (located on the main roundabout on Vintage Drive) after 2pm on the day of arrival and prior to 5pm. If your arrival or departure date falls on a public holiday, please confirm with our office hours for that day.
Late arrivals: If you are expecting to arrive outside the hours noted above, be sure to contact our office to make arrangements for the collection of keys. Late arrivals will only be serviced from 8pm onwards.
Departures: All departures are by 10am on the date of departure of all bookings. The property must be fully vacated and keys returned to our office by 10am. (Additional charges may apply if checkout is after that time). Late departures may be available by prior arrangement (subject to availability) however can only be confirmed on your arrival.
Golf, Legends Grill and Chateau Elan Spa: The Vintage offers high-quality resort facilities including a Greg Norman designed golf course, The Legends Grill Restaurant and the Chateau Elan Destination Spa. As we have other accommodation at The Vintage and offer facilities for weddings and conferences, to avoid disappointment during your stay, we strongly recommend prior bookings if you are intending to enjoy any of these facilities. Please note that payment for any of these services is to be made direct to that facility.
For Golf bookings please call The Vintage Golf Club on 02 4998 2610
For Restaurant bookings please call Legends Grill on 02 4998 2632
Security Bond: A Security Bond Credit Card Authorisation Form must be signed and returned prior to arrival. This form will be held as a Security Deposit on the property and will enable Vintage Assist to deduct up to $1,000 pending a satisfactory inspection of the property following your departure. If there is damage to the property which exceeds the amount of the security deposit stated, then the agent shall be entitled to recover all costs from the tenant for repairs and replacements.
Group Gatherings: As The Vintage is a residential estate, it is important that owners of adjoining properties have quiet enjoyment of their respective properties. The rented holiday premises are not to be used for group gatherings, a meeting place, conference or any other functions or events. The residences are offered for accommodation purposes only and the number of guests must not exceed those outlined on the reservation confirmation. For further information regarding this, please see the ‘Group Gatherings/Number of Guests in Property’ clause below.
- A compendium is supplied with full house / appliance instructions, including an after-hours emergency contact number.
- The Vintage Holiday Houses are self-contained and include a fully equipped kitchen with a microwave and dishwasher.
- Most homes have an internal laundry with a washing machine. Please note not all will have a dryer.
- Linen, towels and hanging space.
- Access to The Vintage Recreation Facilities.
- Please bring all food supplies. The Legends Grill Restaurant and The Vintage Cafe are located at The Vintage Clubhouse. Breakfast, lunch and dinner are available (bookings recommended).
- Please bring your personal toiletries. Limited supplies of toilet paper are provided, a maximum of 2 rolls per bathroom. Guests will need to bring additional toilet paper if required.
- Phone or internet access is not provided in The Vintage Residences unless stated.
- Pool towels are not provided – please bring these if your property has a pool.
Accounts / Invoices: For group/multiple bookings, only one account will be issued per property.
After Hours Callouts: Refer to the guest compendium for information and emergency call-outs after hours. We will endeavour to assist you over the telephone, however a $55.00 callout fee will apply should a member of staff be called to the property after hours to attend to anything caused as a result of operator error or failure to follow the instructions provided.
Alarms and Security: The property you are renting may be fitted with an alarm system. The alarm can be turned off in some cases by a remote control or by a 4 or 5-digit code that will appear on the bottom of your key tag. You, as the tenant are responsible for the security of the property, its contents and your own belongings while renting the premises.
Animals / Pets in Premises: Birds, animals and/or pets are not allowed on or in the vicinity of the holiday premises unless it is advertised as a pet friendly home and approval is given. If it is found that birds/animals and/or pets have entered the premises without consent, the tenancy will be terminated and you will be liable for the $300 cost of cleaning and fumigating the premises.
If a property is listed as a pet friendly please note:
- Please bring your own pet food/water bowls
- Please bring your own pet bedding
- Pets must not enter the house or be on any of the furniture including beds
- Any damage or additional cleaning required due to pets inside will incur the $300 cleaning cost mentioned above.
If your dog is found to be making excessive noise which disrupts the quiet enjoyment of those at the Vintage, you will be required to remove the animal from the premises without refund. If you are away from the property at the time it is a requirement that you return immediately. Failure to do this may result in us having to have the animal collected by the local rangers.
Cancellations: A full refund of the deposit (less a $55.00 cancellation admin fee) is possible if the cancellation is received in writing more than 4 weeks prior to the arrival date OR the property is re-booked for the full period at the full tariff.
If the booking is cancelled (including last minute bookings) within 4 weeks of arrival date and we are unable to re-book the property, 50% of the total tariff will be forfeited.
If the booking is cancelled within 7 days of arrival date, 100% of the total tariff will be forfeited.
Cancellation of Booking by Owner: The owner of the property may cancel the booking up to 12 weeks prior to the letting. Should this occur, you (as the tenant) will receive a full refund of any monies paid. All attempts will be made to offer a suitable alternative property but this cannot be guaranteed.
Car Parking: A maximum of 4 parking spaces are available at any property. All vehicles should be parked in the garage or on the driveway. If there are excess cars to parking spaces available, they should be parked in the parking area in front of the clubhouse for the duration of your stay. Cars cannot be parked or driven on the verges, parkland or vacant lots to avoid damage to irrigation and landscaping.
Changes to Bookings: These must be requested in writing and are subject to the property being available. A change is not guaranteed unless you have received confirmation of the change in writing from Vintage Assist Pty Ltd.
Conduct of Guests: The Vintage is a residential estate. Any persons using the premises or resort facilities are to conduct themselves in a manner which will not create nuisance or annoyance to neighbouring occupiers. All statutory laws, regulations and by-laws are to be observed (copy contained in premises).
Construction: As The Vintage is also a residential development, from time to time there may be construction of new homes within the vicinity of your rental property. As we are not notified when building works will commence or, if commenced, when tradespeople will actually be on-site, we cannot be held responsible for any disturbance, noise or inconvenience that may be encountered.
Damages / Breakages: All damages, breakages and failure of equipment or appliances within/to the holiday premises and furniture/furnishings are to be reported immediately to Vintage Assist Pty Ltd. Damages/breakages are to be paid for by you (the tenant) prior to departure.
Description and Presentation of Property/Furniture and Contents: Bookings should be made after studying the photographs and descriptions on our website and/or other accommodation websites. Our staff will describe the premises in good faith and to the best of their ability. The final choice of property rests with you as the person making the booking, and no responsibility will be accepted or refund given for alleged mis-description or unsuitability of the premises. No discounts or refunds will be given for alleged uncleanliness of the property if this is not reported on arrival.
Rural / Country Environment: We ask that you take into account that one of the most appealing and sought after aspects of the location of The Vintage (apart from being in the heart of Hunter Valley Wine Country) is that we are in a rural/country environment. Hand in hand with that beauty and ambiance is a higher incidence of fauna and insects such as ants, spiders and flying and stinging insects etc. Whilst regular preventative action is always taken by the Property owners and Vintage Assist Pty Ltd, there will always be situations where a unique combination of environmental and climatic conditions will affect these measures and pests can never be eradicated completely. No liability will be accepted for loss, accident or injury to guests. It is the guest’s responsibility to be alert and aware particularly in outside or yard space environments. Often another part of that rural/country experience is intense weather events such as thunder and lightning storms with which sometimes can cause “blackouts” or power failures and appliance failures, these types of events are beyond our prediction or control and do not constitute basis for a refund or compensation.
Event / Concert Cancellations: Vintage Assist cannot be responsible for the cancellation of concerts or events and any cancellation of accommodation will incur loss of deposit as per ‘Cancellation Terms’.
Failure of Equipment / Essential Services: Many appliances and mechanical devices today are controlled by electronic components. Due to the nature of these products it is impossible to pre-empt when an appliance or item of equipment may breakdown or fail. In the event of the failure of an essential service e.g. electricity, gas, sanitation or anything which deems the property to be considered unusable, unsafe or insecure, Vintage Assist Pty Ltd will endeavour to have repairs carried out within a reasonable timeframe or offer alternative accommodation. If an alternative is unavailable, provided the situation has not been caused directly or indirectly by you (the tenant), the tariff will be refunded in full and an alternative stay of the same duration offered at a discounted rate as directed by the owner of the property. A discount as a result of the failure of advertised nonessential equipment e.g. pool, home theatre etc. will be limited to a maximum dollar value of $20 per person.
Furniture and Effects: All furniture and effects, linen and towels are the property of either the owner or companies contracted to The Vintage and are not to be removed from the premises or moved around in the property. Moving furniture may cause damage such as scratching of floors, marking walls etc. A $55.00 charge will apply if cleaners are required to return furnishings and effects to their original location.
Garbage Disposal: All garbage is to be contained in the receptacles provided. An $11.00 fee is payable for each box or bag of garbage which needs to be transported to the industrial garbage bin on site.
Group Gatherings / Number of Guests in Property: Tariffs differ depending upon the number of persons using the property. The number of guests must not exceed the number stated when making the booking.
The agreed tariff rate is for the purpose of accommodation only and use of the facilities within the property by the number of people stated at the time of the booking. As The Vintage has a residential component, it is important that owners of adjoining properties have quiet enjoyment of their respective properties. The rented holiday premises are not to be used for group gatherings, a meeting place, conference or any other functions or events exceeding the number of persons paying to be accommodated at the property. Should you (the guests) breach this condition, Vintage Assist Pty Ltd will have sole discretion to take any or all of the following actions:
- Terminate the tenancy immediately without notice.
- Have the persons removed from the premises.
- Withhold part or the entire bond paid, to apply to the additional use of the premises by unauthorised persons in order to compensate for additional wear and tear to the property.
Internet Access: Not all of the homes managed by Vintage Assist Pty Ltd are supplied with internet access. If this is a necessity or a preference please check before the home has this available prior to making a booking. Please also note that due to the rural location of The Vintage, there may be little to no mobile service depending on your mobile provider.
Keys / Keys Lost or Mislaid: A maximum of 2 sets of keys and 2 swipe cards are available for each property. We can provide duplicate keys after hours (if available), however, a $55.00 service fee will be charged for each callout. If no spare keys are available, you may be charged for the costs of gaining entry to the premises. If keys are lost, you (the tenant) will be charged for the cost of replacement keys and will be liable for the services of a locksmith to change locks. Keys are not to be copied by guests under any circumstances.
Kitchen Equipment: All properties are equipped for basic self-catering purposes. Should you be planning to cook during your stay or, for instance, you prefer plunger coffee, please be sure to bring your own baking/roasting pans or coffee plunger with you as the property may not contain these.
Lost Property: No responsibility will be accepted by Vintage Assist for any item/lost property left at the premises. Any request to search for, or return an item/lost property that is believed to have been left at the property must be made to our office in writing (email is acceptable) within 7 days of the booking departure date. If any items are recovered they will be returned by post and charged to you C.O.D. Due to the time and administration involved, a handling charge of $22.00 will apply for return of any lost property. Any items/lost property left at the premises that are not claimed within 14 days of a booking departure will be deemed to be unwanted and will be disposed of at Vintage Assist Pty Ltd’s sole discretion.
Mail: Mail box keys are not supplied. Responsibility will not be accepted for mail/delivered goods.
Messages: Unfortunately, we cannot guarantee delivery of messages to a property. If you are expecting a message, please check with reception at The Vintage Holiday Houses.
Noise, Parties and Disturbances: Disturbance to neighbouring properties, including excessive noise, is prohibited and may result in termination of your tenancy. If your behaviour or that of your guests causes damage, danger or annoyance we reserve the right to ask you to vacate the property immediately and be treated as a cancellation of booking, with no refund. A $400 deduction will be charged if we are required to send our onsite security. A $100 deduction will be charged if a member of Management is required to attend the property to advise you of complaints.
No music should be played outside of the house, and any noise must be kept to a minimum after 10.30pm. Offensive noise or language is prohibited and may result in termination of permission to occupy the property, eviction, loss of rental paid, and extra charges for security and other expenses which may be deducted from your Security Deposit/Bond under these Terms and Conditions. In the event of a disturbance or complaint we will attempt to contact the Primary Guest on the booking to request that the disturbance cease. In the event that we are unable to reach the Primary Guest then a member of Management will visit the property at your cost.
Repairs and Maintenance: To maintain the property to a high standard for the duration of your stay, it may be necessary to enter the premises to undertake necessary repairs. We will give you as much notice as possible in the unlikely event this should occur.
Rescheduling Bookings: A ‘rescheduling’ of the booking within 8 weeks of the booking date will be deemed a cancellation and re-booking and cancellation terms will apply.
Smoking: No smoking is permitted at any of the holiday houses. If there is any evidence of smoking at the house (included cigarette butts or the odour of smoke), a $200 fee will be charged. There is a designated smoking area outside of the clubhouse.
Vintage Assist Pty Ltd, trading as Vintage Holiday Houses will collect personal information from its customers including (but is not limited to) name, contact details including phone numbers, email and postal addresses and financial information, including credit card details. This information is required to administer bookings and allow us to correspond with you, in relation to your enquiry or booking. We may also provide you with ongoing information via email, to let you know of happenings and specials – you can opt out from this at any time. We will not use your information for anything other than its intended use and we do not pass any of your personal information to third parties that are not directly related to the booking process.
We will take all reasonable steps to protect your personal information from misuse, loss, or unauthorised access, including by means of firewalls, password protection and encryption of credit card transactions.
However, you acknowledge that the security of online transactions and the security of communications sent by electronic means or by post cannot be guaranteed. You provide information to us via the internet or by post at your own risk. We cannot accept responsibility for misuse or loss of, or unauthorised access to, your personal information where the security of information is not within our control.
You acknowledge that we are not responsible for the privacy or security practices of any third party (including third parties that we are permitted to disclose your personal information to, in accordance with this policy or any applicable laws). The collection and use of your information by such third party/ies may be subject to separate privacy and security policies.
If you suspect any misuse or loss of, or unauthorised access to, your personal information, please let us know immediately.