Booking Terms & Conditions

Last updated: July 12, 2025

Introduction & References

To make it easier to read these terms and conditions, there are several further definitions which we use:

Villa Caldara (“villa“) describes the holiday property located at Rua do Jasmim 10, Coto. The villa includes a garden area, pool, and parking. Villa Caldara is officially registered as AL (Alojamento Local), where we are allowed to receive up to 8 guests. The licence number is 164248/AL and can be verified with the Portuguese Government’s National Register (https://rnt.turismodeportugal.pt/RNT/Pesquisa_AL.aspx)

Villacaldara.com (“the website”) is a website owned and operated by Traverdes, Unipessoal Lda (“we”, “us” or “our”“) and is exclusively running the management of the villa. Traverdes is a registered company based in Portugal with company registration code 518337073 (NIPC). The guest (“you“) means the lead person making a booking with us directly or indirectly through a partner website.

We work with several booking agents (“partner websites“), they are helping us and are offering the villa to their customer base. For bookings via partner websites, the same rules apply in principle, unless otherwise agreed. We have limited influence on prices and conditions set by partners.

Website: https://villacaldara.com
Email: https://villacaldara.com/en/contact-us
Phone: +351 964 756 618 (local charges may apply)

These booking terms and conditions apply to all confirmed bookings created on or after 12th of July 2025.

Booking & Payment

The following payment terms apply on all bookings through the website or partner website, unless otherwise specified and agreed:

For bookings made more than 30 days before the stay date, a 50% deposit of the total booking amount is required via bank transfer or one of the other payment methods mentioned during the booking process. The remaining 50% amount – together with the (Mandatory) Security Deposit – must be paid no later than 30 days before check-in date.
For bookings made within 30 days or less of the stay date, 100% of the booking amount must be paid via bank transfer or one of the other payment methods mentioned during the booking process.

Once you complete your booking, we will reserve the villa for you immediately. We kindly request that you make the payment as soon as possible, but no later than 48 hours after booking, unless otherwise described or agreed. If you need to cancel within this 48-hour period, please inform us immediately. Please note that the reservation is only confirmed once we have received the payment specified during the booking process.

Upon confirmation of payment, a contract is established between you and us, obligating us to provide the accommodation as outlined. Please note that the information and images on our website, partner websites and booking platforms are for illustrative purposes only. No rights can be inferred from features or attributes not explicitly listed among the amenities.

Remaining Payments, Check-in & Check-out

We do not accept on-site cash payments for any remaining balances. All outstanding amounts must be settled at least 30 days prior to check-in.

The check-in date is specified on your booking confirmation and typically begins at 4 P.M., unless otherwise noted. You may check in until 10:59 P.M. — we are available until midnight, but we recommend arriving between 4 P.M. and 8 P.M. When possible, early check-in requests can be accommodated upon request. Details about check-in procedures, location, and arrival times will be sent via email, SMS, or WhatsApp before your arrival.

Check-out is also specified on your booking confirmation. Usually, check-out by 10 A.M. is required to allow our cleaning team sufficient time to prepare for the next guests. The check-out instructions are provided in the villa’s information folder. Please ensure you leave the property neat and tidy to avoid additional cleaning costs or potential retention of part of your security deposit.

Damage, missing items, or cleaning & hygiene issues

Any questions/remarks regarding the cleanliness or damages noticed on arrival should be reported to us immediately. If the issues, damages or cleaning are not reported within 3 hours of your arrival, you may be charged for the repair cost. All general maintenance problems should also be reported. This allows us to provide other guests with a carefree stay too. Should you experience any such inconvenience during your stay, we will discuss with you how we can take appropriate measures.

Security Deposit & Cleaning Fee

Final Cleaning:

For each booking, we charge a fixed fee for the final cleaning, regardless of the length of your stay, this is Є190. These costs cover the cleaning and laundry, charged by the professional cleaning company we partner with. It does not mean that you can leave all your mess behind because money is charged. The check-out procedure states exactly what we expect from you before check-out.

Security Deposit

To ensure a worry-free stay for everyone, we kindly ask for a security deposit of Є500. This is a standard procedure and helps cover any unexpected damage or extra cleaning, should it occur. The deposit is fully refundable after your stay, provided everything is left in good condition. We’ll return it promptly – usually within 7 days after check-out.

Pool Maintenance

To ensure the pools remain clean, safe, and enjoyable for all guests, regular maintenance is carried out every Monday afternoon by a certified and professional company. During this time, access to the pool area may be temporarily limited for a short period. We aim to complete the work with minimal disruption to your stay. The weekly maintenance will not be charged to you.

Booking Prices

Prices include applicable taxes and vary daily & seasonally. Although we do not guarantee the best price, we offer competitive and market-conforming prices that are not subject to further negotiation. A maximum of one coupon code/promotion can be applied per booking. Once the booking has been completed, a discount code can no longer be applied. The agreed price will be the one indicated at the time of booking and confirmed via email.

The total price includes:

Accommodation for the maximum number of guests stated in the booking.
Access to amenities described on the website.

Cancellation

Last-minute cancellations are of great negative impact for us; as a result, our guests are obliged to respect a strict cancellation policy, which only applies to bookings made through the website and not to partner websites.

Refundable Rates (standard rate):
There are no fees for cancellations made 60 days before arrival, until 30 days prior to arrival Guest will be charged 50% of the total of the booking. After 30 days, the total amount of the booking will be charged. We appreciate your understanding in advance.

Non-Refundable Rates (only applicable if explicitly stated):
No refund from the moment the reservation is made.

Bookings made through partner websites (e.g., Booking.com, Airbnb, Micazu, HomeToGo, VRBO) may be subject to different policies, although we aim to align them with our own.

Because cancellations are often the result of unforeseen events, we recommend that guests take out cancellation insurance with their local insurance agent. If something unexpected happens, you can claim the financial loss from the insurance.

House Rules

To ensure a pleasant, safe & respectful environment for all our guests and the neighbourhood, we kindly ask you to follow our general house rules. No pets are allowed on the property and smoking is not permitted inside the villa. The house & pool rules are available upon request and will be provided in physical format during your stay.

Guest Information & Conditions

The person making the reservation must be part of the guest group unless otherwise agreed. The name, date of birth, and address of each group member must be provided before the stay. Failure to provide this information may result in booking cancellation without a refund. Minors under 18 must be accompanied by a responsible adult throughout the stay. At least one adult must be present in each booked accommodation unit. You are responsible for the behaviour of all group members. Illegal, offensive, or otherwise prohibited actions will result in immediate termination of the stay without a refund.

Guest Registration

To comply with Article 45 of the Schengen Agreement and Portugal’s local accommodation law, we need the identification details of all guests, which is submitted by us to the Portuguese SEF (Foreigners and Borders Service or Immigration and Borders Service). This is a legal requirement for your stay in the villa. We know that personal information is very sensitive and is only shared with the Portuguese government. Your information will be removed from our records after your stay in the villa.

Security & Liability

Although the Villa is located in a safe area, we would like to point out that the guest is responsible for his/her personal belongings, as well as items belonging to the villa. During the stay, the guest is responsible for the keys to the accommodation. The keys must be returned in good condition at the end of the rental period. In case of theft or loss, we will deduct the replacement costs of €130 from the security deposit.

There are security cameras on the grounds of the Villa that give us 24/7 access to the front (read: street side) of the house. The images are stored for a maximum of 30 days and are only consulted in the event of theft or vandalism. More information about our security camera can be provided upon request.

Villa Caldara has a liability insurance with Generali Tranquilidade with policy number 0009825145.

Complaints & Feedback

We strive to provide a comfortable and enjoyable stay for all our guests. If something isn’t as expected or you experience any issues during your stay, please let us know as soon as possible.

We take all complaints seriously and will do our best to resolve any concerns quickly and fairly. Your feedback helps us improve and ensures future guests enjoy the best possible experience. We provide a Complaints Book in available physical format, you’ll find it in the villa.