Booking Terms Summary
By submitting this form, you agree to the following terms:
- Provisional Booking Only: This form does not confirm availability or guarantee a reservation. A member of our team will contact you to confirm details, availability, and rates.
- Rates & Invoicing: All quoted prices are subject to availability and may vary depending on stay duration, number of guests, and property. Final costs will be confirmed before payment.
- Minimum Stay: Minimum stay durations may apply depending on the property or location requested.
- Guest Responsibilities: You agree that guests will respect the property, comply with occupancy rules, and not cause disturbance to neighbours or other guests.
- ID & Verification: Photo ID and proof of address may be required before confirmation. Business bookings may require company verification.
- Payment Terms: Full or partial payment may be required before confirmation, depending on the stay type. Cancellation policies will be outlined in the final quote.
- Third-Party Accommodation: If we source your stay via a partner or host, additional terms may apply.
- Privacy: We will only use your details to handle your booking request and for related communication.
- FlexStayHub Booking Terms & Conditions
- By submitting a booking request or confirming a reservation with FlexStayHub, you (“the Client”) agree to the terms outlined below.
1. Cancellation Policy
1.1 Standard Bookings (Individual Guests or Teams under 14 nights)
Free Cancellation: Up to 7 days before check-in.
50% Charge: If cancelled within 7 days of check-in.
100% Charge: If cancelled within 48 hours of check-in or in case of no-show.
1.2 Extended Stays (15+ nights) or Group Bookings
Deposit forfeiture: If cancelled within 14 days of check-in.
Full first-month payment may be non-refundable depending on property-specific terms.
Some hosts may have custom cancellation terms, which will be disclosed in your quote.
1.3 Date Changes
FlexStayHub may allow one change to your booking date free of charge (subject to availability). Additional changes may incur fees or rate adjustments.
2. Damage Deposit
2.1 Security Deposit Requirement
A refundable damage deposit may be required, ranging from £100–£500 depending on the property and length of stay.
This will be confirmed at the time of booking or invoice.
2.2 Deductions
Deductions may be made for:
Unauthorised guests or overstays
Smoking inside the property
Stains, breakages, or excessive mess
Lost keys or access cards
Tampering with WiFi, cameras, or electricals
2.3 Deposit Refund
Deposits will be refunded within 7 working days of check-out, provided no issues are reported by the host or cleaning team.
3. Force Majeure
FlexStayHub shall not be liable for failure to perform any of its obligations if such failure results from events beyond its reasonable control, including but not limited to:
Natural disasters (e.g., flood, earthquake, storms)
Pandemics, epidemics, or public health emergencies
Government-imposed restrictions or lockdowns
Acts of terrorism or war
Power outages, utility failures, or civil unrest
In such cases, FlexStayHub will make reasonable efforts to:
Postpone the stay
Offer credit towards a future booking
Facilitate a partial refund where possible (host-dependent)
4. Check-In & Check-Out Terms
4.1 Check-In
Standard check-in time: From 3:00 PM onwards
Self-check-in: Most properties operate on self-check-in with key boxes or smart locks. Instructions are sent after full payment and ID verification.
4.2 Check-Out
Standard check-out time: By 10:00 AM
Late check-out may be available for a fee but must be approved at least 24 hours in advance.
4.3 Early Departure
No refunds will be issued for early check-out unless pre-agreed and confirmed in writing.
5. Responsibilities
5.1 FlexStay Hub (as Booking Agent/Platform)
Acts as a facilitator between clients and hosts/property providers
Ensures host legitimacy, guest screening, and quality control of listings
Handles guest communication, booking coordination, and payments
Offers alternative accommodation or resolution in the rare event of major issues
5.2 The Host (Property Provider)
Maintains the property in a clean, habitable, and safe condition
Reports check-in and check-out condition via cleaning or inspection team
Notifies FlexStayHub of any damages or breaches within 24 hours of guest check-out
May apply specific house rules (e.g., no parties, quiet hours) that guests must adhere to
5.3 The Client (Guest or Booking Company)
Must provide accurate guest information, including guest count and ID
Is responsible for all occupants during the stay, including any damages
Must use the property respectfully and notify FlexStayHub of any issues immediately
Agrees not to sublet or use the property for unlawful, commercial, or disruptive activity - 5.3b The Client (Guest or Booking Company)
- The Client agrees to the following responsibilities:
- Provide accurate booking details, including names of all guests.
- Not to exceed the maximum occupancy of the property.
- Not to attempt to contact the host or property owner directly before, during, or after the stay using any contact details that may be visible or obtained. All communication must be through FlexStay Hub.
- Use the property respectfully and notify FlexStayHub of any issues immediately.
- Not to sublet, assign, or transfer the booking to another party without written permission.
- Adhere to all house rules as communicated by FlexStayHub or the host.
6. Dispute Resolution
All disputes or concerns should first be raised with FlexStayHub in writing within 48 hours of the issue.
FlexStayHub will investigate and mediate between the guest and host to find a fair resolution.
If unresolved, either party may escalate via appropriate legal channels in the UK.
7. Direct Communication Policy- To ensure guest protection, consistent service, and secure payment handling:
- All communications, special requests, complaints, or updates must go through FlexStayHub.
- Guests and clients must not contact the host directly, even if contact details become visible (e.g. via signage, appliance stickers, WiFi names, etc.).
- FlexStayHub is the single point of contact for all pre-stay, in-stay, and post-stay matters.
- Breaching this clause may result in cancellation of the booking without refund and may affect future eligibility to book through FlexStayHub.
8. Privacy & Data
All personal and booking data is handled in accordance with our Privacy Policy. We do not sell or share guest data outside the booking process.