Terms and Conditions for Property Management – Caravans (2026)

1. Definitions 

1.1 Owner: The individual or legal entity that owns the property or properties being managed under this agreement. 

1.2 Holiday Let: Any flat, unit, or property that is let on a short-term basis for holiday, leisure, or temporary accommodation purposes. 

1.3 Manager (Us): VNPD Properties trading as (t/a) Caravan Holidays North Wales, responsible for managing the property and providing the services outlined in these terms. 

1.4 Site: The building or location comprising one or more flats, units, or properties covered by this agreement. 

1.5 Guests: Individuals or parties booking and occupying the holiday let for the agreed rental period. 

1.6 Booking Platform: Any third-party website, service, or system used to facilitate holiday let bookings (e.g., Airbnb, Booking.com, our own website). 

1.7 Booking Platform Fees: Fees charged by third-party booking platforms for processing or managing bookings, deducted from the booking total before payment to the Owner or Manager. 

1.8 Booking: A confirmed reservation for a guest to stay at the holiday let for a specified period, subject to these terms and conditions. 

1.9 Cancellation Fee: Any fee, charge, or penalty applied as a result of a booking being cancelled by the Owner, Manager, or Guest, including but not limited to platform-imposed charges and guest compensation.

1. Introduction 

2.1 These Terms and Conditions apply to the management of properties comprising buildings split into flats or multiple residential units (“the Property”). 

2.2 By entering into an agreement with VNPD Properties (“the Manager”), the property owner (“the Owner”) agrees to the following terms.

1. Scope of Services 

3.1 Full-service management including advertising, bookings, guest communications, cleaning, maintenance coordination, key handling, payments, and monthly financial reconciliation. 

3.2 Services are tailored to multi-unit buildings and can be adapted for individual flats within a property.

1. Manager Responsibilities 

4.1 Manage all guest bookings, availability calendars, and pricing, including dynamic/event-based pricing. 

4.2 Process guest payments and handle all guest communications before, during, and after each stay. 

4.3 Coordinate cleaning and linen services, including scheduling, quality checks, and acting as liaison with cleaning providers. 

4.4 Oversee key handling, check-in/check-out procedures, and guest concierge services. 4.5 Provide monthly owner statements and financial summaries. 

4.6 Notify the Owner promptly of any maintenance issues or incidents should they arise.

1. Owner Responsibilities 

5.1 Provide proof of ownership for the Property and proof that the Property is authorised for holiday let use (e.g., relevant local authority permissions or certificates). 

5.2 Ensure the Property complies with all legal and safety regulations for holiday letting, including: - Up-to-date gas safety certificates - Electrical safety certificates - Fire safety compliance (alarms, extinguishers, emergency signage) - All relevant risk assessments (fire, health & safety, legionella, etc.) 

5.3 Ensure all health and safety checks and compliance certificates are renewed as required by law, and provide proof of renewal to the Manager upon request. 

5.4 Maintain valid insurance for holiday letting. 

5.5 Maintain the Property, communal areas, and all essential amenities in good working order. 

5.6 Perform general maintenance and address general wear and tear, and rectify such issues at their own expense. 

5.7 Notify the Manager of any changes to the Property or ownership structure.

1. Management Fees & Payments 

6.1 Pay the Manager a commission of 15% of the total booking amount for each successful booking. 

6.2 If a Booking Platform Fee applies, the Manager’s commission is calculated after deduction of the Booking Platform Fee from the total booking amount. 

6.3 Further charges, including Booking Platform Fees, cleaning costs, and linen costs, are deducted from the amount received for each successful booking by the Manager. 

6.4 Annual administration fee: £75 per unit, payable on 1st January each year or upon instruction of our services, whichever is sooner. 

6.5 This fee can be paid directly to Caravan Holidays North Wales or deducted from commission payments to owners. 

6.6 Payment of the annual administration fee is required on instruction of our services, prior to listing or commencement of management. 

6.7 If a holiday let is listed mid-year, the annual administration fee will be charged on a pro-rata basis for the remainder of the year. 

6.8 Where a property (e.g., a villa or building) is advertised with multiple rental units, the total annual administration fee will be calculated as the number of units multiplied by the per-unit listing fee. 

6.9 If the Owner cancels any Bookings and a Cancellation Fee applies from the Booking Platform, it is the Owner’s responsibility to meet the cost of such cancellation fee.

1. Cleaning Charges 

7.1 The current cleaning fee (as at the date of this agreement) is £35-40 per hour (prices vary on each site) and the cost is to be borne by the Owner. 

7.2 The Manager pays the cleaner and will recoup the costs in the monthly statement. 

7.3 Deep cleans, upholstery cleans, decking cleans and shut down/open up cleans are recommended seasonally and at various times of the year by the Manager to ensure a high standard of cleanliness for guests.

1. Maintenance & Repairs 

8.1 Owners are responsible for structural and major repairs. 

8.2 Manager will notify the Owner of such issues promptly and the Owner will organise repairs at their expense promptly (unless otherwise agreed with the Manager). 

8.3 Cleaners will confirm completion with photos; feedback from guests will be monitored for quality control.

1. Guest Policies 

9.1 Minimum guest age: 18. 

9.2 No smoking or parties within any units or communal areas. 

9.3 Pets allowed only if specified in listing. 

9.4 Quiet hours and house rules to be clearly displayed in each unit. 

9.5 Guests are liable for damages; a deposit required per booking (amount agreed in advance).

1. Exclusivity 

10.1 Caravan Holidays North Wales is the sole management company authorised to manage guest bookings for the property. 

10.2 All guest bookings must be made through Caravan Holidays North Wales. 

10.3 Owners must refer all guest enquiries or booking requests directly to the Manager. 

10.4 At the Manager’s discretion, pre-existing guest agreements or arrangements may be honoured.

1. Owner & Guest Dispute Resolution 

11.1 All guest issues to be reported within 48 hours of occurrence. 

11.2 Damages deducted from guest deposit after confirmation by cleaning team. 

11.3 Manager will mediate disputes between guests and Owners where possible.

1. Access 

12.1 The Owner agrees to provide Caravan Holidays North Wales, its agents, cleaners, and their teams access to the Property as reasonably required for management purposes, including but not limited to viewings, inspections, maintenance, cleaning, and guest changeovers. 

12.2 Reasonable notice will be given where possible, except in cases of emergency.

1. Payment Procedures 

13.1 Payments to Owners are processed monthly. 

13.2 Financial statements will be provided on the 10th of each month. 

13.3 Payments will be made to Owners on the 15th of each month. 

13.4 If the 15th falls on a weekend or UK bank holiday, payment may be delayed to the next working day. 

13.5 Payments are made to the Owner or legal entity to the bank details provided by the Owner. 

13.6 If a payment is made to an incorrect account due to incorrect details supplied by the Owner, Caravan Holidays North Wales is not responsible for recovery or loss of those funds. 

13.7 If the Owner owes money to the Manager, the Manager may: - Deduct the amount owed from future rental income; - Suspend the listing until the debt is settled; - Use a debt collection agency, with all collection costs payable by the Owner.

1. Liability & Insurance 

14.1 Owners must maintain adequate building and contents insurance suitable for holiday lets. 

14.2 Caravan Holidays North Wales is not liable for guest incidents or uninsured damages.

1. Indemnity 

15.1 The Owner agrees to indemnify and hold Caravan Holidays North Wales harmless against any claims, losses, damages, costs or expenses (including legal fees) arising from: - Failure by the Owner to meet these Terms and Conditions; - Negligence or misconduct by the Owner or their agents; - Guest claims relating to the condition, safety, or suitability of the Property or its contents.

1. Confidentiality 

16.1 Both parties agree to treat all confidential information received in connection with these Terms and Conditions as strictly confidential and not to disclose such information to any third party without prior written consent, except as required by law or as necessary for the performance of their obligations under this agreement.

1. Governing Law 

17.1 These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. 

17.2 Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.

1. General 

18.1 Any changes to these Terms and Conditions must be agreed in writing. 

18.2 The Manager reserves the right to update these terms as required by law or operational needs. 

18.3 Continued use of our services after changes take effect constitutes acceptance of the new terms. 

18.4 Contact us with any questions or for clarification on these terms.