Booking terms and conditions

These terms apply to every booking at The Villas Boutique Hotel, 104 Hoog Street, Polokwane, Limpopo.

1. Rates and occupancy

Rates apply to the room type, dates and number of guests confirmed. Additional or unregistered guests require prior approval and may attract extra charges. The person making the booking is responsible for accurate information and for the conduct of their party and visitors.

2. Reservation and payment

More than 7 days before arrival: a 50% deposit is required to secure the booking.
7 days or less before arrival: full payment is required for the booking to be held and honoured.
A booking is confirmed only after cleared payment and written confirmation from the Hotel. Any balance is payable by the date stated on the confirmation or before room access is given.

3. Cancellation charges

More than 30 days: no fee, less non-refundable third-party or transaction costs.
15 to 30 days: 25% of the total reservation value.
More than 48 hours, but 14 days or less: 30% of the total reservation value.
Within 48 hours: 100% of the total reservation value.
No-show: 100% of the total reservation value.

Cancellation conditions

Cancellations and date changes must be submitted in writing and are effective when received. Date changes are subject to availability and rate differences. Where the Consumer Protection Act applies, cancellation charges remain subject to the statutory requirement of reasonableness.

4. No-show and early departure

A no-show is failure to arrive on the confirmed date without written cancellation. The room may be released and the applicable charge imposed. Early departures may be charged for unused nights, subject to applicable law and any amount reasonably mitigated through resale.

5. Check-in and check-out

Check-in is from 14:30.
Check-out is by 11:00.
If the room is not fully vacated and the key returned by 11:30, 50% of the applicable nightly room rate will be charged.
If the room remains occupied into the evening, the full applicable nightly room rate will be charged.
Early check-in and late check-out require prior approval and remain subject to availability.

6. Arrival and identification

Adult guests may be required to present valid identification and complete the Guest Registration & Indemnity Form. Check-in may be refused where identity, booking or payment details cannot reasonably be verified.

7. Guests, visitors and conduct

Children and additional guests must be disclosed before arrival. Visitors must comply with Hotel rules, and unregistered overnight guests require approval. Excessive noise, abuse, illegal activity, unsafe conduct or material disruption is prohibited. Subject to applicable law, serious misconduct may result in removal without refund.

8. Smoking, damage and cleaning

Smoking and vaping are prohibited in non-smoking rooms and indoor non-smoking areas. The registered guest is responsible for damage, breakages, missing Hotel property and excessive soiling caused by the guest, their party or visitors. Reasonable repair, replacement, specialist cleaning and demonstrable loss-of-use costs may be charged.

9. Belongings, vehicles and facilities

Guests remain responsible for safeguarding belongings, valuables and vehicles and should use the security facilities provided. Hotel facilities and services are subject to availability, operating hours, maintenance, safety requirements and interruptions beyond the Hotel’s reasonable control.

10. Privacy, liability and general

Personal information is processed for reservation, registration, payment, service delivery, safety, legal and operational purposes in accordance with applicable South African law. Nothing excludes liability that cannot lawfully be excluded, including liability for gross negligence where applicable. South African law governs these terms, and mandatory legal provisions prevail.

By making a reservation or paying the required amount, the guest confirms acceptance of these terms, subject to applicable law. The guest must initial the essential stay acknowledgements again on check-in.