TERMS & CONDITIONS

Thank you for choosing to stay in one of 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. By booking with us you agree to the terms & conditions contained in this document. 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. When doing an electronic funds transfer, the booking will only be confirmed once the funds clear in our account.

Accepted payment methods:

  • By bank card  (Amex and Diners not accepted). A 1.21% surcharge is levied on all bank 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 reservations@thevintageholidayhouses.com.au 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. ($200 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. Ensure all lights, heating & Aircon is switched off. Windows and Doors are locked. Rubbish taken out to the outside bins, Remove food from fridge. Load dirty dishes in dishwasher. Clean BBQ. Used towels are left in bathrooms.

Golf, NINETEEN and Chateau Elan Spa: The Vintage offers high-quality resort facilities including a Greg Norman designed golf course, The NINETEEN 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 the NINETEEN on 02 4998 2244. No walking on Golf Course except when playing golf.

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.

GENERAL INFORMATION

Included

  • 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.

Not Included

  • Please bring all food supplies. The NINETEEN Restaurant is available for breakfast, lunch and dinner (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. Keeping in mind connectivity is out of our control and dropouts can occur.
  • 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.

Your dog/s must be accompanied by at least 1 member of the booking party at all times. Dogs left unattended can become stressed when left in a strange place which is not familiar to them and will quite often bark, which in turn will disturb the neighbouring residents. Failure to comply may result in you being asked to remove yourselves and your dog/s from the premises immediately, without refund. Failure to do this may result in us having to have the animal collected by the local rangers.

CANCELLATIONS

Standard Cancellation Policy:

A full refund of the deposit (less a $55.00 cancellation admin fee) is possible if:

  • The cancellation is received in writing more than 30 days 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:

  • If the cancellation is within 4 weeks of the arrival date 50% of the total tariff will be forfeited
  • If the booking is cancelled within 14 days of arrival date, 100% of the total tariff will be forfeited
  • Note that the 1.21% card surcharge is non-refundable

Cancellation of Booking by Owner  

The Vintage Holiday Houses or owner of the property may cancel the booking up to 8 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.

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’.

Car Parking: There is a maximum of parking spaces are available at any property. All vehicles should be parked in the garage (if available for guest use) 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. Cars are not to be parked on the side of the roads to ensure a smooth and safe experience for all. 

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. When a spa or pool is available, under no circumstances are guest allowed to add any chemicals, bubbles or liquid to the water as the cost of draining and cleaning the spa will be that of the guests.

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. On arrival guest should inform the office of any damages to avoid being held liable.

Exclusive Wine Club Membership Discount: This exclusive 10% off code is available through participating wineries. Please enter the code given to you via your wine club membership at checkout to receive 10% off your booking. Discount is subject to availability, can not be used in conjunction with any other offers, and is available on participating properties only. Valid on new bookings only. Availability is limited per travel date and the offer may be withdrawn at any time. Discount exclusions apply on travel dates during peak periods and between '6/6/24 - 11/6/24', '4/7/24 - 22/7/24', '27/9/24 - 14/10/24', '19/12/24 - 30/1/25', '11/4/25 - 28/4/25', '05/6/25 - 10/6/25', '3/7/25 - 21/7/25' and '25/9/25 - 13/10/25'.

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.

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 & TV Services: Not all of the homes managed by Vintage Assist Pty Ltd are supplied with internet access & certain TV services. 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. From time-to-time internet & connection issues may arise, as this is out of our control The Vintage holiday houses cannot be held liable.

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.

Minimum Stays: All properties are subject to a minimum night stay period. These periods are extended over long weekends and selected holiday periods and subject to change at managements discretion. One night stays are charged at the minimum stay period at the time of the booking.

Modifications to Bookings: These must be requested in writing and are subject to availability. A modification is not guaranteed unless you have received confirmation of the change in writing from Vintage Assist Pty Ltd. Modifications are in relation to bedding configurations etc., and do NOT apply to date changes. A change of date will be handle as per the cancellation policy.

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/Card on file 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 4 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 NINETEEN.

INDEMNITY.  Guests staying at The Vintage Holiday Houses take full responsibility for any damage and/or breakages incurred during their stay. The Vintage Holiday Houses takes no responsibility for any lost or stolen items from accommodation or vehicles and suggests that Guests securely lock their accommodation and/or motor vehicle when unoccupied. The bank card provided at check in for will be used for any damage to the property. The agent is entitled to recover all costs for the repair and replacements from guests bank cards we hold on file. Items covered include but are not limited to the following: 1) Damages or breakages of furniture or furnishings must be reported to Management immediately. Breakages or damages to the property and all communal or external areas that are caused by any guest and/or a guest’s visitor will be charged and recouped in full from the guest’s bank card on file, Excess cleaning required on departure or replacement of items removed from the accommodation will be charged to the guest’s bank card. Furniture, fixtures and fittings are not to be altered or moved between rooms or properties. There will be a charge incurred if furniture is not returned to its original location. The Vintage will charge the booking lead a handling fee of $66p/h on top of repair cost for organizing repairs and following up with the guests to resolve the issue. Replacement of lost keys, remote controls, gate swipe cards & recreations cards.  Keys Lost or Mislaid: We can provide duplicate keys after hours (if available), however, a $55.00 service fee will be charged for each callout.  (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.  2) Additional cleaning - including removal of excess rubbish. 3) Damage to the property, its contents and/or common property- such as tire damage to grass and underground irrigation systems. 4) Pollution or contamination of any pool and/or spa with foreign objects will incur an additional cleaning fee of $100 4) Any other charges that may be incurred as per the agreed Booking Terms and Conditions. 5) Any breaches of the agreed Booking Terms and Conditions.

Force Majeure: Vintage Holiday Houses shall not be liable for any failure or delay in performing its obligations under these terms and conditions if such failure or delay is due to circumstances beyond its reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, strikes, labour disputes, governmental regulations or restrictions, natural disasters, fire, flood, epidemic, or pandemic.

In the event of a force majeure event, Vintage Holiday Houses reserves the right to cancel, terminate, or suspend any booking without liability or penalty. Vintage Holiday Houses will make reasonable efforts to notify guests affected by a force majeure event as soon as possible and will work with them to find suitable alternative arrangements or provide refunds where applicable. However, Vintage Holiday Houses shall not be responsible for any additional costs, expenses, or losses incurred by guests as a result of a force majeure event.

PRIVACY POLICY

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 bank 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 bank 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.