Booking Terms & Conditions

1. Introduction and Definitions

1.1 These Terms & Conditions ("Terms") govern the arrangement, booking, coordination and management of workforce accommodation services provided by Homely Spaces TOC Ltd ("Homely Spaces", "we", "us" or "our").

1.2 Homely Spaces is a company registered in England and Wales, with its registered office at 85 Southdown Road, Harpenden, Hertfordshire, England, AL5 1PR.

1.3 In these Terms:

• Client means the company, organisation or other business entity requesting or purchasing accommodation services from Homely Spaces.
• Guest means any employee, contractor, representative or other person accommodated under a Client's booking.
• Accommodation Provider means the independent property owner, landlord, operator, managing agent or other party responsible for providing or operating accommodation.
• Booking means an accommodation arrangement confirmed by Homely Spaces in writing.
• Booking Confirmation means the written confirmation issued by Homely Spaces identifying the agreed accommodation arrangements and applicable commercial conditions.
• Booking Schedule means any quotation, project schedule, accommodation proposal or other written document specifying the accommodation requirements and agreed booking conditions.
• Services means the accommodation arrangement, booking, coordination, administration and ongoing management services provided by Homely Spaces.
• Confirmed Accommodation Period means the dates for which accommodation has been booked and confirmed in writing.
• Written or in writing includes communication by email.

1.4 These Terms are intended primarily for business-to-business accommodation arrangements. Where an individual books accommodation in a personal capacity, any applicable statutory consumer rights shall remain unaffected.

2. Our Services

2.1 Homely Spaces arranges and manages workforce accommodation for businesses and organisations requiring accommodation for employees, contractors and project teams.

2.2 Depending on the requirements of the Booking, our Services may include:

• Identifying suitable accommodation options;
• Liaising with Accommodation Providers;
• Coordinating availability, pricing and booking arrangements;
• Managing booking confirmations and relevant documentation;
• Coordinating arrivals, departures, extensions and changes in occupancy;
• Facilitating communication between Clients, Guests and Accommodation Providers;
• Coordinating the resolution of accommodation-related issues; and
• Providing consolidated invoicing and administrative support where agreed.

2.3 Unless expressly stated otherwise in writing, Homely Spaces does not own or directly operate the accommodation it arranges.

2.4 Accommodation Providers ordinarily retain responsibility for the physical operation, maintenance, property management, on-site facilities and day-to-day safety of their properties, subject to their contractual and legal obligations.

2.5 Homely Spaces remains responsible for performing its own contractual Services with reasonable care and skill.

2.6 Nothing in these Terms shall be interpreted as transferring to Homely Spaces any responsibility that legally rests with an Accommodation Provider, or as excluding responsibility that Homely Spaces cannot lawfully exclude.

3. Quotations and Booking Confirmation

3.1 All accommodation enquiries are subject to availability, suitability and confirmation.

3.2 A quotation, proposal or indication of availability does not constitute a confirmed Booking unless expressly stated otherwise.

3.3 Accommodation availability and pricing may change before a Booking is confirmed.

3.4 A Booking becomes binding when Homely Spaces confirms acceptance in writing and any stated conditions for confirmation have been satisfied.

3.5 Such conditions may include acceptance of the Booking Schedule, payment of a deposit, receipt of a purchase order or provision of information reasonably required to complete the Booking.

3.6 The Client is responsible for ensuring that the person approving a Booking has authority to act on its behalf.

3.7 Where a Booking is confirmed by an authorised representative of the Client, the Client shall be responsible for the resulting contractual obligations.

3.8 Each Booking Confirmation should identify, where applicable:

• The relevant project or Client reference;
• The accommodation location or agreed area;
• The accommodation type and quantity;
• The number of Guests or agreed occupancy arrangements;
• Arrival and departure dates;
• Any staged mobilisation or demobilisation arrangements;
• Agreed prices and payment terms;
• Deposit requirements, where applicable;
• Cancellation, reduction and amendment conditions;
• Relevant facilities and special requirements; and
• Any additional conditions agreed for the Booking.

3.9 The Client must review the Booking Confirmation promptly and notify Homely Spaces of any inaccuracies.

4. Contract Documents and Order of Precedence

4.1 The agreement between Homely Spaces and the Client comprises these Terms, the applicable Booking Confirmation, any Booking Schedule and any additional conditions expressly agreed in writing.

4.2 Where documents conflict, the following order of precedence shall apply unless otherwise expressly agreed:

1. A separately signed agreement between Homely Spaces and the Client;
2. Booking-specific conditions expressly agreed in writing;
3. The Booking Confirmation or Booking Schedule; and
4. These Terms.

4.3 The Client's standard purchasing terms shall not automatically apply merely because they appear on a purchase order or other Client document.

4.4 Any variation to these Terms must be expressly agreed in writing by an authorised representative of Homely Spaces.

4.5 No verbal discussion or informal indication shall override an agreed written booking condition unless subsequently confirmed in writing.

5. Client Responsibilities

5.1 The Client must provide accurate, complete and timely information reasonably required to arrange and manage accommodation.

5.2 This may include:

• Project name and location;
• Required accommodation dates;
• Initial and anticipated peak occupancy;
• Planned arrival and departure stages;
• Guest names and relevant arrival information;
• Parking and vehicle requirements;
• Accessibility or other material accommodation requirements;
• Anticipated changes to project schedules; and
• Any other information material to the suitability or management of the accommodation.

5.3 The Client must notify Homely Spaces promptly of any material change to the information supplied.

5.4 Homely Spaces shall not be responsible for delays, additional costs or unsuitable arrangements to the extent directly caused by materially inaccurate, incomplete or late information supplied by the Client, except where Homely Spaces has independently failed to exercise reasonable care and skill.

5.5 The Client is responsible for communicating applicable property rules, check-in instructions and relevant accommodation conditions to its Guests.

5.6 The Client must ensure that it has the necessary authority or other lawful basis to provide Guest information required for the Booking.

5.7 The Client must designate an appropriate contact authorised to communicate booking changes and resolve operational matters.

6. Accommodation Standards and Property Information

6.1 Homely Spaces will use reasonable care and skill when arranging accommodation intended to meet the requirements agreed with the Client.

6.2 Accommodation descriptions, photographs, floor plans, facilities and other property information may be supplied by Accommodation Providers.

6.3 Homely Spaces will take reasonable steps to communicate material information accurately but does not guarantee that every description, photograph or representation supplied by an independent provider will remain unchanged.

6.4 The Client should identify any essential accommodation requirements before confirming the Booking.

6.5 Where a requirement is essential to the Client's decision to book, it should be expressly included in the Booking Confirmation.

6.6 Minor variations in furniture, décor, layout or non-essential facilities shall not automatically constitute a material failure to provide the agreed accommodation.

6.7 Material discrepancies affecting suitability, safety or agreed essential requirements shall be addressed in accordance with Section 13.

7. Occupancy, Arrivals and Departures

7.1 Accommodation may only be occupied by the number of Guests authorised under the relevant Booking.

7.2 The Client must not exceed agreed occupancy limits or permit unauthorised occupants.

7.3 Check-in and check-out times shall be those confirmed for the relevant property or Booking.

7.4 Unless otherwise agreed, Guests must comply with the arrival and departure procedures communicated by Homely Spaces or the Accommodation Provider.

7.5 Early check-in and late check-out are subject to availability and prior approval.

7.6 Additional charges may apply where early arrival, late departure or failure to vacate creates additional costs, provided those charges are consistent with the applicable Booking conditions and are reasonable.

7.7 Failure by a Guest to arrive does not automatically cancel the Booking or release the Client from its agreed payment obligations.

7.8 The Client remains responsible for communicating changes in Guest arrival or departure arrangements promptly.

8. Staged Mobilisation and Demobilisation

8.1 Where accommodation is arranged for project teams arriving or departing in stages, the agreed mobilisation and demobilisation arrangements shall be recorded in the Booking Schedule where reasonably practicable.

8.2 The Client must provide anticipated occupancy numbers and relevant dates with sufficient notice to enable arrangements to be made.

8.3 Additional accommodation requirements are subject to availability and written confirmation.

8.4 A reduction in Guest numbers does not automatically release accommodation already committed under a confirmed Booking.

8.5 Any agreed release dates, minimum occupancy commitments or notice periods shall be specified in the Booking Confirmation or Booking Schedule.

8.6 Where the Client requests a reduction or change, the financial consequences shall be determined in accordance with the agreed booking-specific conditions.

8.7 Homely Spaces will make reasonable efforts to minimise avoidable additional costs where circumstances permit, without being required to absorb contractual commitments properly incurred on the Client's behalf.

9. Booking Amendments and Extensions

9.1 Requests to amend a Booking must be submitted to Homely Spaces in writing.

9.2 Amendments may include:

• Changes to arrival or departure dates;
• Increases or reductions in Guest numbers;
• Changes to accommodation type;
• Requests for additional properties;
• Extensions of the accommodation period; or
• Changes to agreed facilities or requirements.

9.3 Homely Spaces will use reasonable efforts to accommodate requested changes but cannot guarantee their availability or acceptance.

9.4 Any amendment may result in changes to pricing, accommodation availability, cancellation conditions or other booking arrangements.

9.5 Homely Spaces will communicate material changes and obtain the Client's agreement before implementing amendments that create additional financial commitments, except where urgent action is expressly authorised under the Booking.

9.6 An extension is not confirmed until accepted by Homely Spaces in writing.

9.7 Continued occupancy beyond the Confirmed Accommodation Period does not create an automatic entitlement to extend the Booking.

9.8 Where an extension is agreed, revised rates or conditions may apply.

10. Cancellations, Early Departures and Project Delays

10.1 Cancellation and refund conditions shall be agreed for each Booking and confirmed in writing before the Booking becomes binding.

10.2 Such conditions may reflect:

• The accommodation type;
• The duration of the Booking;
• The number of properties or rooms reserved;
• The Accommodation Provider's applicable conditions;
• Any minimum stay or guaranteed occupancy commitment; and
• Any non-recoverable costs reasonably incurred in arranging the accommodation.

10.3 Cancellation requests must be submitted in writing.

10.4 A cancellation shall take effect in accordance with the applicable booking-specific conditions.

10.5 Where the Client cancels, reduces or shortens a confirmed Booking, the Client remains responsible for the charges and commitments arising under those agreed conditions.

10.6 Project delays, site closures, programme changes, workforce reductions, industrial disputes or other changes to the Client's operational requirements do not automatically release the Client from its confirmed booking commitments.

10.7 Homely Spaces will consider reasonable requests to amend or reschedule accommodation and will use reasonable efforts to reduce avoidable costs where practicable.

10.8 Any refund or credit shall be determined by the applicable Booking conditions, the circumstances of the cancellation and any legal rights that cannot be excluded.

10.9 No blanket cancellation period or automatic refund entitlement applies unless expressly included in the relevant Booking or required by law.

10.10 Where cancellation results from a material failure by Homely Spaces to fulfil its contractual obligations, the Client's rights and remedies shall be assessed in accordance with these Terms and applicable law.

11. Fees, Deposits and Payment

11.1 Accommodation charges, deposits, payment schedules and other agreed fees shall be specified in the relevant quotation, Booking Confirmation, Booking Schedule or separately agreed commercial terms.

11.2 Prices may be quoted on a nightly, weekly, monthly, per-property, per-room or other agreed basis.

11.3 The Client must pay invoices in accordance with the agreed payment terms.

11.4 Where a deposit or advance payment is required, Homely Spaces may make confirmation of the Booking conditional upon receipt of that payment.

11.5 Unless otherwise agreed, invoices shall be issued electronically.

11.6 Where consolidated invoicing has been agreed, Homely Spaces may combine accommodation charges relating to multiple properties or Guests into a single invoice or billing statement.

11.7 The Client must notify Homely Spaces promptly of any genuine invoice dispute, identifying the amount disputed and the reasons for the dispute.

11.8 The Client must pay any undisputed amount by its due date.

11.9 The parties shall work in good faith to resolve invoice discrepancies promptly.

11.10 Homely Spaces reserves the right to claim statutory interest and compensation for qualifying late commercial payments where permitted by applicable law.

11.11 Where payment remains overdue, Homely Spaces may, following reasonable written notice and subject to applicable law, suspend the acceptance of new Bookings, extensions or additional accommodation requests.

11.12 Any proposed action affecting accommodation already occupied shall be subject to applicable contractual obligations, legal requirements and the rights of affected Guests.

11.13 The Client remains responsible for properly incurred charges and commitments under confirmed Bookings notwithstanding any suspension of future Services.

11.14 Payment by bank transfer or other approved method shall be made using the details provided on the relevant invoice.

12. Guest Conduct, Property Rules and Damage

12.1 The Client is responsible for ensuring that its Guests are informed of and comply with the applicable accommodation rules.

12.2 Guests must:

• Treat accommodation, furnishings and equipment with reasonable care;
• Comply with occupancy and visitor restrictions;
• Observe applicable smoking and fire-safety rules;
• Avoid unreasonable noise, nuisance or antisocial behaviour;
• Respect neighbouring residents and other occupants;
• Use facilities and equipment appropriately;
• Report damage, defects or safety concerns promptly; and
• Comply with reasonable instructions issued by the Accommodation Provider in connection with the lawful operation of the property.

12.3 The Client shall be responsible for reasonable and properly evidenced costs arising from damage caused by its Guests beyond fair wear and tear, subject to applicable law and any agreed contractual limitations.

12.4 Additional charges may include reasonable costs for:

• Repair or replacement of damaged or missing items;
• Exceptional cleaning beyond normal use;
• Replacement of lost keys or access devices;
• Unauthorised occupancy;
• Smoking-related cleaning or remediation; and
• Other breaches of communicated property rules that result in demonstrable loss or expense.

12.5 Homely Spaces shall provide reasonable supporting information for additional charges and allow the Client an opportunity to raise a genuine dispute.

12.6 Neither Homely Spaces nor an Accommodation Provider may impose arbitrary penalties that are not legally recoverable.

12.7 Serious misconduct, unlawful activity, threats to safety or repeated material breaches of property rules may result in action by the Accommodation Provider or relevant authorities, including removal from the property where lawful.

12.8 The Client remains responsible for applicable accommodation commitments and properly incurred costs arising from such conduct, subject to applicable law.

13. Accommodation Issues, Complaints and Remedial Action

13.1 The Client and its Guests should report accommodation-related problems promptly using the contact details or reporting procedures provided.

13.2 Issues relating to physical maintenance, utilities, property access, housekeeping or on-site facilities may require direct action by the Accommodation Provider.

13.3 Homely Spaces will coordinate communications and use reasonable efforts to facilitate the resolution of issues falling within its agreed Services.

13.4 The Client must provide sufficient information to allow the issue to be investigated, including the property concerned, the nature of the problem and relevant supporting evidence where reasonably available.

13.5 Where accommodation materially fails to meet an agreed essential requirement, Homely Spaces will work with the Accommodation Provider and Client to identify an appropriate remedy.

13.6 Depending on the circumstances, this may include:

• Arranging corrective action;
• Requesting repairs or replacement facilities;
• Coordinating alternative accommodation where reasonably available;
• Agreeing an appropriate adjustment or credit; or
• Taking other reasonable steps proportionate to the issue.

13.7 Nothing in this Section limits any remedy available to the Client under applicable law.

13.8 Guests must not delay contacting emergency services where there is an immediate threat to life, health or safety.

13.9 The Client and Guests should follow the property's emergency procedures and contact the relevant emergency services or on-site emergency contact where appropriate.

13.10 Homely Spaces may provide telephone or online coordination support but does not replace emergency services or the Accommodation Provider's immediate on-site responsibilities.

14. Property Unavailability and Substitution

14.1 Circumstances may arise in which confirmed accommodation becomes unavailable or unsuitable because of events affecting an Accommodation Provider or property.

14.2 Such circumstances may include serious maintenance failures, safety concerns, property withdrawal, damage, regulatory restrictions or other events outside Homely Spaces' reasonable control.

14.3 Homely Spaces will notify the Client as soon as reasonably practicable after becoming aware of a material issue.

14.4 Where appropriate, Homely Spaces will use reasonable efforts to arrange alternative accommodation of a reasonably comparable standard, taking account of the agreed requirements and available options.

14.5 Where the proposed alternative materially differs from the agreed accommodation, Homely Spaces will communicate those differences and any proposed price adjustment before obtaining the Client's agreement, where reasonably practicable.

14.6 If suitable alternative accommodation cannot be arranged, the parties shall discuss appropriate remedies, including any refund or adjustment due in respect of accommodation not provided.

14.7 Homely Spaces shall not be liable for circumstances genuinely outside its reasonable control to the extent permitted by law, but remains responsible for its own failures to exercise reasonable care and skill or fulfil obligations it has expressly undertaken.

15. Confidentiality

15.1 Each party shall take reasonable steps to protect confidential commercial information received from the other party in connection with a Booking.

15.2 Confidential information may include:

• Commercial rates and pricing arrangements;
• Project schedules and mobilisation plans;
• Non-public operational information;
• Commercial negotiations; and
• Other information reasonably identified as confidential.

15.3 Confidential information shall not be disclosed to third parties except:

• Where reasonably necessary to perform the agreed Services;
• To professional advisers subject to appropriate confidentiality obligations;
• Where the information is already lawfully public;
• With the disclosing party's consent; or
• Where disclosure is required by law or a competent authority.

15.4 This Section does not prevent Homely Spaces from sharing information reasonably necessary to arrange and manage accommodation with relevant Accommodation Providers and service providers.

15.5 Personal information shall be handled in accordance with applicable data-protection law and our Privacy Policy.

15.6 The confidentiality obligations shall continue for two years following completion or termination of the relevant Booking, except where a longer period is required by law or separately agreed.

16. Liability and Insurance

16.1 Nothing in these Terms excludes or restricts liability for:

• Death or personal injury caused by negligence;
• Fraud or fraudulent misrepresentation; or
• Any other liability that cannot lawfully be excluded or restricted.

16.2 Subject to Section 16.1 and applicable law, neither party shall be liable to the other for indirect or consequential losses or loss of anticipated profit arising from a Booking.

16.3 Subject to Section 16.1 and applicable law, Homely Spaces' aggregate liability arising from or in connection with a particular Booking shall not exceed the total amount paid or payable by the Client to Homely Spaces for that Booking.

16.4 The limitation in Section 16.3 shall apply only to the extent that it is lawful, reasonable and enforceable in the circumstances.

16.5 Nothing in these Terms relieves Homely Spaces of responsibility for performing its own Services with reasonable care and skill.

16.6 The Client shall be responsible for ensuring that its employees and contractors have appropriate insurance arrangements where required by law or its own policies.

16.7 Accommodation Providers remain responsible for maintaining insurance required by applicable law and for meeting their own legal and contractual obligations in respect of the properties they operate.

16.8 Neither party shall be required to accept liability for losses caused solely by the other party's negligence, misconduct or breach of contract, except where otherwise required by law.

17. Events Outside Reasonable Control

17.1 Neither party shall be responsible for a failure or delay in performing an obligation to the extent caused by circumstances genuinely outside its reasonable control, provided that the affected party takes reasonable steps to minimise the impact.

17.2 Such circumstances may include severe weather, natural disasters, fire, major infrastructure failure, government restrictions, civil emergencies, widespread transport disruption or other comparable events.

17.3 Ordinary commercial inconvenience, changes in project requirements, lack of funds or foreseeable staffing difficulties shall not automatically constitute events outside reasonable control.

17.4 The affected party must notify the other party as soon as reasonably practicable and provide reasonable information about the anticipated impact.

17.5 The parties shall discuss reasonable alternatives or adjustments where the event materially affects the Booking.

17.6 This Section does not automatically cancel confirmed accommodation commitments or remove payment obligations for Services already provided or costs properly incurred.

17.7 Where performance becomes impossible or materially affected for a prolonged period, the parties shall consider appropriate termination or adjustment arrangements in accordance with applicable law.

18. Suspension and Termination

18.1 Homely Spaces may suspend the acceptance of new Bookings or additional accommodation requests where the Client has materially breached these Terms, including through persistent non-payment.

18.2 Before taking such action, Homely Spaces will ordinarily provide reasonable written notice and an opportunity to remedy the breach, unless immediate action is justified by serious safety, legal or security concerns.

18.3 Either party may terminate an agreement for a material breach by the other party that remains unremedied following reasonable written notice, where the breach is capable of remedy.

18.4 Termination does not automatically extinguish payment obligations, cancellation charges or other liabilities properly accrued before termination.

18.5 Any termination affecting occupied accommodation must be managed in accordance with applicable law and the relevant contractual arrangements.

18.6 The parties shall cooperate reasonably to manage outstanding bookings, payments and necessary handover arrangements following termination.

18.7 Provisions intended by their nature to survive termination, including confidentiality, accrued payment obligations, liability limitations and dispute resolution, shall remain effective to the extent applicable.

19. Governing Law and Local Requirements

19.1 These Terms and any dispute arising from or connected with the contractual relationship between Homely Spaces and the Client shall be governed by the laws of England and Wales, unless otherwise expressly agreed in writing.

19.2 Subject to any mandatory legal requirements, the courts of England and Wales shall have jurisdiction over disputes arising from these Terms.

19.3 Accommodation arranged in the United Kingdom or Ireland shall also be subject to the mandatory laws, regulations and statutory requirements applicable in the jurisdiction where the accommodation is situated.

19.4 Nothing in these Terms excludes or overrides mandatory legal rights or obligations arising under those local laws.

19.5 The parties shall comply with the laws and regulatory requirements applicable to their respective activities and responsibilities.

20. Dispute Resolution

20.1 Where a dispute arises, the parties shall first seek to resolve it through good-faith discussions.

20.2 The party raising the dispute should provide written details of the issue and the remedy sought.

20.3 The parties shall allow a reasonable period, ordinarily up to 30 days, to explore an informal resolution before commencing legal proceedings, unless urgent legal action is reasonably necessary.

20.4 Nothing in this Section prevents either party from taking steps required to preserve legal rights, recover undisputed debts or seek urgent relief.

21. General Provisions

21.1 Entire Agreement

These Terms, together with the applicable Booking Confirmation, Booking Schedule and any separately agreed written conditions, constitute the agreement between the parties in relation to the relevant Booking.

Nothing in this Section excludes liability for fraud or fraudulent misrepresentation.

21.2 Assignment

Neither party may transfer its contractual obligations to another party without the other party's prior written consent, except where permitted by law or expressly agreed.

21.3 No Third-Party Rights

Except where expressly provided or required by law, a person who is not a party to the contract shall not have a right to enforce its terms under the Contracts (Rights of Third Parties) Act 1999.

This does not affect any rights a Guest may have independently under applicable law.

21.4 Severability

If any provision is found to be unlawful, invalid or unenforceable, the remaining provisions shall continue in effect to the extent legally permissible.

21.5 Waiver

A failure or delay by either party to exercise a contractual right shall not automatically constitute a waiver of that right.

21.6 Notices

Formal notices concerning cancellation, contractual disputes or termination must be communicated in writing to the contact details designated by the relevant party.

Routine operational communications may be handled through the communication channels agreed for the Booking.

21.7 Changes to These Terms

Homely Spaces may update these Terms from time to time.

Unless otherwise agreed or required by law, changes to the published Terms shall not retrospectively alter the conditions of an existing confirmed Booking without the Client's agreement.

21.8 Independent Parties

Nothing in these Terms creates a partnership, joint venture or employment relationship between Homely Spaces and the Client.

22. Contact Us

For questions concerning these Terms or accommodation bookings, please contact Homely Spaces TOC Ltd at [email protected].

Our registered office address and other contact details are provided in the footer below.