2020 Letting Schemes Terms and Conditions
EASYLET SCHEME AND GUARANTEED INCOME SCHEME AGREEMENTWhen you sign this Agreement you agree to join either the Easylet Scheme or the Guaranteed Income Scheme.
The AgreementYour Agreement is with Parkdean Resorts UK Limited (company number 05729719) whose registered office is 2nd Floor, One Gosforth Park Way, Gosforth Business Park, Newcastle upon Tyne, NE12 8ET.
Meanings of wordsIn this Agreement:
“Agreed Income” means the total amount we will pay you in the Letting Period.
“Bookings” means Bookings by our guests for your Holiday Home.
“Dates” means the 3, 4 or 7 day breaks shown on the 2020 Easylet Agreement Form or the 2020 Guaranteed Income Form (as applicable), which you agree to make available to us.
“Holiday Home” means your Holiday Home which is included in the Scheme.
“Letting Period” means the period of all the Dates during your park’s 2020 holiday season.
“Scheme” means the Parkdean Resorts Easylet Scheme or Guaranteed Income Scheme as appropriate.
“we”, “us” or “our” means Parkdean Resorts UK Limited.
“you” or “your” means you, the Holiday Home owner(s).Agreement to make your Holiday Home available to us to hire and what we will pay youYou agree to make your Holiday Home available to us for the Letting Period so that we can hire it to our guests for holidays during your park’s holiday season dates (other than any dates you have identified as owner hire dates on the 2020 Easylet Agreement Form or the 2020 Guaranteed Income Form.
In return we agree to pay you. Under the Guaranteed Income Scheme we will pay you the applicable rate for the Dates indicated on your 2020 Guaranteed Income Form. Under the Easylet Scheme we will pay you for Bookings taken in your Holiday Home based on the holiday home tariff (see ‘Your Owner Income and Invoicing’ below).Letting PeriodAs a minimum, you must make your Holiday Home available under the relevant Scheme for the periods set out below. For either Scheme, 6 of the weeks must be during peak season school holidays with 3 of these peak weeks in the summer:
Easylet Scheme – at least 10 full weeks
Guaranteed Income Scheme – at least 6 full weeks.
If your Holiday Home has already been accepted onto a Scheme and you do not make your Holiday Home available for the relevant minimum period and at the times set out above we can remove your Holiday Home from the Scheme and move any Bookings already made for your Holiday Home.Whilst we appreciate that school holiday dates vary across the UK, our decision on the dates of school holidays as shown on the 2020 Easylet Agreement Form or the 2020 Guaranteed Income Form (as appropriate) is final.
If you part-exchange your Holiday Home during the Letting Period you will need to end this Agreement (see ‘Ending this Agreement’). If you want to continue on a Scheme for that Letting Period you will need to reapply for your new holiday home. If you reapply we will take into account Dates you have provided under the Agreement which has ended. Where there are future Bookings for your new Holiday Home you may still need to honour those Bookings if we are unable to move them.
If you are on the Easylet Scheme you must notify us of any change to your owner hire dates. If your Holiday Home is vacant, where possible we will reserve it for your own use and we will confirm this to you in writing by either email or letter. Please check your confirmation and make sure all details are correct. To change owner hire dates, update your details, make a booking or view your account please contact the Owner Reservations Team; Call: 0344 3353442 (Monday – Friday 9:00 - 19:00, Saturday – Sunday 10:00 -14:00) or email: firstname.lastname@example.org.
Each Date you have given us must be available to us until at least 1 week prior to the Date. At that time you may request use of your Holiday Home if your Holiday Home remains vacant for the Date.
Guranteed Income Scheme
If you are on the Guaranteed Income Scheme you cannot cancel or swap any Dates.
If you haven’t met the minimum letting dates, you will only receive payment for Bookings under the terms of the Easylet Scheme where your Holiday Home has been occupied by our guests. We will write to you to notify you of this.
We may ask for extra use of your Holiday Home above the minimum 6 or 10 week period. It is up to you whether you want to provide extra use. You do not have to.
Where the Holiday Home is owned by more than one person all owners must agree the hire dates and must also agree to the terms set out in this Agreement by signing the 2020 Easylet Agreement Form or the 2020 Guaranteed Income Form (as appropriate).What standards must my Holiday Home meet to join a Scheme? We will measure your Holiday Home against the criteria in the Parkdean Resorts brochure and website based on the following:
There are specific requirements for different Schemes:
For the Easylet Scheme a Holiday Home must match a hire fleet category on park, be no older than the hire fleet at the park where the holiday home is sited and, in any event, no older than 12 years (2009). We may consider older holiday homes to be part of the Easylet Scheme if we consider them to be of a high standard and, as a minimum, they must have double glazing and central heating.
Guranteed Income Scheme
Our Guaranteed Income Scheme is available at some but not all of our parks. To be eligible for the Guaranteed Income Scheme a holiday home must not be older than 9 years old (2012), must match a hire fleet category at the park, we must consider it to be of a high standard and it must have heating throughout.
For any Scheme, should your Holiday Home not meet the required standards we may be able to help you to bring it up to the correct specification. You can speak to your Holiday Home Sales Manager at your park about this.
Your Holiday Home must maintain the standards with which it was categorised when you joined the Scheme throughout the Letting Period. If it does not, we may re-categorise your Holiday Home or remove your Holiday Home from the Scheme. This could result in charges being applied to your owner account for loss of earnings. We would write to you to notify you of this.
We will carry out such maintenance and inventory replacements to your Holiday Home as we consider necessary during the Letting Period and charge the relevant costs to your owner account. If the work will cost over £50 we will agree this with you before the work is done. These costs should be paid in accordance with our payment terms.
Three sets of labelled keys for your Holiday Home should be handed to the Holiday Sales Manager at park at least 7 days before the arrival date of the first Booking for your Holiday Home.
Your Holiday Home must have a valid TV licence for a full calendar year. For help visit www.tvlicensing.co.uk.
You must provide us with copies of current satisfactory gas and electrical testing certificates for your Holiday Home and evidence of portable appliance testing, all of which cover the whole of the Letting Period. Gas and portable appliances must be inspected at least once a year and certificates must be valid for the full Letting Period and caravan electricals inspected every 3 years. Appliances must be inspected in accordance with our guidelines, as set out in park rules and/or your pitch licence Agreement. Details of the testing required are available from the park and inspection certificates will be held on park.
We will charge for any inspection or testing you ask us to organise or undertake on your behalf. Such charges are payable in accordance with our payment terms. The team on park will be able to explain the costs of such inspection/testing.
Gas bottles must be stored outside your Holiday Home in an adequately ventilated, non-combustible area.
All holiday homes must be clean and presentable internally and externally and meet the categories in our brochure/set out on our website. We may need to charge you for cleaning your Holiday Home after you have used it should it not meet these standards.
Contents of your Holiday Home
You must make sure that your Holiday Home is fully equipped for the maximum number of people it sleeps plus an additional two people. Your Holiday Home must contain all the items set out in the inventory check list which you can get from the park.
We will replace any inventory that may get lost or broken. The replacement item will be from our standard inventory and therefore may not be the same as the lost or broken item. The cost will be charged back to your owner account and will be payable in accordance with our payment terms. You will be notified should any replacement item cost over £50 and we will agree the replacement with you before it is carried out.
Your Holiday Home must be cleared of all belongings and be ready to let at least 7 days before the first Booking in the Letting Period to allow us to carry out all the checks we need to do before it is occupied by our guests.
If we need to clear your personal belongings from your Holiday Home, the cost of this will be charged back to your owner account.
We will assume that all non-inventory items left in your Holiday Home have been left by guests and deal with them accordingly.
When you use your Holiday Home you must make sure that it is vacant by no later than 10 am on the date each Booking starts. This is to allow us to clean and check your Holiday Home for our guests.
You will be able to use your Holiday Home from 4 pm on the day that a Booking ends. This is so that we can make sure your Holiday Home has been cleaned.
If you don’t leave your Holiday Home by 10 am on the date a Booking starts, we will charge the full value of the Booking back to your owner account plus any other costs that we incur as a result of your failure to vacate your Holiday Home; for example refunds or compensation to guests if we have to cancel a guest’s holiday.
Your Owner Account
For your Holiday Home to be accepted as part of a Scheme your owner account must be paid up to date and you should not owe us any money. If you do owe us any money please contact us to discuss this.
If you owe us any money after acceptance on to the Scheme and do not agree arrangements for payment with us, we may remove your Holiday Home from the Scheme and any Bookings already made for your Holiday Home may be moved, either temporarily or permanently. While we hope it will not be necessary, we reserve the right to pay any debt on your owner account from your owner income and then pay you the balance.
Because we have allowed you to join the Scheme you agree to indemnify us for any loss or expense we suffer as a result of letting your Holiday Home. This means that you agree to cover any loss or expense we incur from letting your Holiday Home.
Smoking and PetsSmoking is not allowed in your Holiday Home at any time while your Holiday Home is part of the Scheme.
If pets are allowed on the park and you have your own pet which comes into your Holiday Home or you allow other pets in your Holiday Home you must tick the opt in box on the 2020 Owners’ Holiday Home Sign-Up Form to confirm that pets are welcome in your Holiday Home. We will then let your Holiday Home as ‘pet friendly accommodation’. This is important because some of our guests want accommodation which does not contain any pet hair or are allergic to pet hair.
If you do smoke or allow smoking in your Holiday Home or if you do not tick the opt in box but have allowed pets in your Holiday Home you will be responsible for any loss or expenses we incur as a result of this (including the cost of a deep clean and compensating our guests). Your Holiday Home may also be removed from the Scheme and if this happens this Agreement will come to an end.
Assistance pets like guide dogs are permitted in all accommodation.
InsuranceYou must take out adequate insurance to cover loss and damage and public liability insurance for at least £2 million; this insurance must be maintained for all the time you are participating in the Scheme. If at any time during the Letting Period your Holiday Home is not insured we will bring this Agreement to an end immediately.
To ensure that your Holiday Home is adequately covered please see ‘Insuring your Holiday Home’ within the letting schemes pack (hard copy or email). Further details of our insurance scheme is available from your Holiday Home Sales Team on park and our insurance broker, Gallagher.
Please make sure that you take out insurance cover for your Holiday Home for the following year at least a week before your insurance renewal date and provide evidence of your insurance cover to our Owner Reservations Team straight away. If we do not have evidence of insurance cover for your Holiday Home at least a week before the renewal date we will assume your Holiday Home(s) will not be insured and will start moving Bookings from your Holiday Home. Once Bookings have been moved we will not move them back. Please therefore deal with your insurance as promptly as possible.
If you are removed from the Scheme for failing to meet the insurance requirements you will receive payment for Bookings where your Holiday Home has been occupied by our guests up to the date of expiry of your insurance under the terms of the Easylet Scheme. You will not be able to re-join either Scheme until your Holiday Home is insured and it is our decision about whether you can re-join.
Damage to your Holiday HomeUnfortunately from time to time damage to your Holiday Home and contents can occur during the Letting Period. This is your responsibility to deal with and is why it is extremely important that you have insurance. You agree that we are not liable for any damage caused to your Holiday Home as a result of us letting out your Holiday Home during the Letting Period.
If there is any major damage to your Holiday Home we will use all reasonable efforts to contact you and agree how the repairs should be carried out. During the time your Holiday Home is damaged and we can’t hire it out you will not be entitled to Agreed Income. This applies whether you are a member of the Easylet Scheme or the Guaranteed Income Scheme.
What we do for you
Promotions and advertising
We will promote and advertise your Holiday Home through various marketing channels throughout the 2020 season using our own images of your Holiday Home or a representative image. We will not use any other images.
You agree that we can include your Holiday Home in our various promotional campaigns for example early booking discounts, online discounts, staff discounts and newspaper promotions. We regularly review market trading patterns and will operate promotions or campaigns where we think it is necessary to increase the volume of holiday guests.
We regularly review our prices in line with demand. This may mean that the price at which your Holiday Home is hired under the Easylet Scheme is less than the brochure price or website price. The price could also be higher during increased demand periods. Our decision on pricing is final. Under the Guaranteed Income Scheme we have agreed prices with you for each week on your 2020 Guaranteed Income Form so this will not affect you.
For the Easylet Scheme we cannot guarantee that we will be able to hire your Holiday Home on any or all Dates during the Letting Period. At some times, for example periods of low demand, we may not make available and/or promote your Holiday Home for letting. All Bookings are subject to cancellations and transfers and are not therefore guaranteed. The provisions in this clause do not affect the Guaranteed Income Scheme because we have guaranteed you the Agreed Income.
Opening and Closing Dates
We will let you know park opening and closing dates at the start of the holiday season in your Welcome Pack. Any amendments to opening and closing dates will, of course, be communicated to you.
Correspondence and Administration
We will carry out all correspondence with holiday guests and general administration duties for all Bookings during the Letting Period.
We will collect payments due from holiday guests in relation to their Booking of your Holiday Home.
We will clean your Holiday Home following each Booking. Before peak season, your Holiday Home may require a deep clean. If we think a deep clean of your Holiday Home is needed we will complete this and charge it to your owner account which should be paid in accordance with our payment terms.
We will replace any gas bottles when empty and these will be charged to your owner account at the then current rate.
Your Owner Income and InvoicingAs set out in these terms items such as maintenance and inventory replacements will be charged to your owner account and should be paid by you in accordance with our payment terms. Our payment terms are 14 days from your receipt of our invoice.
Rates, utilities and pitch fees will be set off against your owner income from the Scheme.
Your owner income from the Guaranteed Income Scheme will be as shown on your completed 2020 Guaranteed Income Form.
Your owner income from the Easylet Scheme will be 70% of the holiday home tariff less any other charges which may apply as set out in these terms.
The holiday home tariff is the amount paid to us by the holiday guest(s) staying in your Holiday Home excluding extras. Examples of extras are fishing permits, ski passes, half board, cots, high chairs, cancellation cover and personal holiday insurance. Extras are retained by us.
The prices in our brochure, website etc. include VAT. If there is a change to the law which applies to the charging of VAT we reserve the right to change the percentage of the Holiday Home tariff paid to you so that the total amount we receive after accounting for VAT is the same as it was before the change.
On or before 15th December 2020 we will credit your owner income to your owner account for holiday arrivals before 1st December 2020 and we will debit your owner account with the 2021 pitch fees (unless you have notified us that you are not returning to the park in 2021) . If your account is in credit after debiting your 2021 pitch fees and paying any other debt owed to us on your owner account we will pay you the balance. If there is an outstanding balance due from you on your owner account after we have offset your owner income against your 2021 pitch fees and any other debt due to us we will write to you setting out the payment options for the amount due.
Owner income from holiday arrivals between 1st December 2020 and 5th January 2021 (including festive Bookings) will be credited to your owner account on or before 31st January 2021.
Your net earnings are inclusive of any VAT for the purposes of any VAT registration you may have.
Payment of any monies owed to you will be made by BACS transfer and you must ensure that we have the details of the bank account you want this to be paid to. If you would prefer payment by cheque we will charge you an administration charge of £5. Payments will only be made if all prior year debt is paid up to date, in which event we will pay any balance to you.
Financed Holiday Homes
If you have taken our finance for your Holiday Home and your Holiday Home is repossessed while it is part of any Scheme, we reserve the right to retain your owner income to cover any debt on your owner account.
Ending this AgreementWe can end this Agreement at any time if you don’t comply with the terms of this Agreement or if, after reasonable notice you don’t pay us any sums due to us.
If you want to withdraw from the Scheme for any reason and end this Agreement you must give us at least 6 weeks’ written notice (by letter or email). Please ensure you also follow this procedure if you sell your Holiday Home (either privately or to us) or part-exchange it. After receiving your letter or email we will remove your Holiday Home from the Scheme and we will not accept any further Bookings for your Holiday Home. If Bookings have been taken for your Holiday Home before it is removed from the Scheme and we are unable to offer alternative accommodation for our guests, you must honour any Bookings made before you told us about the removal of your Holiday Home from the Scheme.
Easylet Scheme: We will pay you for Bookings where your Holiday Home has been occupied by our guests up to the date you leave the Scheme.
Guaranteed Income Scheme: If you have not met the minimum letting dates we will pay you for Bookings up to the date you leave the Scheme under the terms and conditions of the Easylet Scheme. This means you would not be paid for any Dates your Holiday Home was not occupied by our guests.
Should you remove your Holiday Home from the Scheme at any time for any reason (except for leaving park) any balance due to you will be paid to you on 15th December 2020 but not before this date. If you sell your Holiday Home and leave the park you will be paid any owner income owed to you when closing your owner account.
TaxYour income is subject to UK income tax. Please remember that you are responsible for declaring any tax on the Agreed Income. If you are unsure of your UK tax position you should seek your own tax advice.
If your usual place of residency is outside the UK, then under the HMRC Non-Resident Landlord Scheme, it may be necessary for us to withhold UK tax and pay this directly to HM Revenue and Customs (HMRC). This Scheme will be operated unless we have received confirmation that you live in the UK for more than six months of the year, or we receive an exemption notification directly from HMRC notifying us that you should receive payments gross of tax. For further information on this Scheme, including an application to receive UK income gross, please visit the HMRC website at:
www.hmrc.gov.uk/international/nr-landlords.htm. Please confirm your non UK address when completing your 2020 Easylet Agreement Form or the 2020 Guaranteed Income Form (as applicable). If you move outside of the UK during the year, please ensure that you provide us with your new address.
For Easylet or Guaranteed Income enquiries and notifications, please contact the Owner Reservations Team; Call: 0344 335 3442 (Monday – Friday 9:00 - 19:00, Saturday – Sunday 10:00 -14:00) or email: email@example.com.