Booking Terms & Conditions

Trade Nest Stays is a trading name of Maine Property Solutions Ltd, a company registered in England and Wales under company number 16187542, with its registered office at Office 1, Izabella House, 24-26 Regent Place, Birmingham B1 3NJ ("we", "us", "our").

These Booking Terms apply to every booking we take. They are published so that anyone considering a booking can read them before they enquire. They are not the same document as our Terms of Use, which govern your use of this website.

At a glance

This table is a summary. The clauses below are the terms.

1. These terms and which document wins

1.1 In these terms "we", "us" and "our" mean Maine Property Solutions Ltd, trading as Trade Nest Stays. "You" means the company we contract with.

1.2 These Booking Terms apply to every booking we take.

1.3 Three separate documents may apply to you: our Terms of Use, which cover your use of this website; these Booking Terms, which cover every booking; and a Corporate Accommodation Agreement signed by both of us for a specific booking, which carries the particulars — the units, the charge, the term, the deposit and the notice periods.

1.4 Where you have signed a Corporate Accommodation Agreement with us, that Agreement prevails over these Booking Terms to the extent of any inconsistency and its particulars prevail over anything summarised here. These Booking Terms fill the gaps. The Terms of Use never override either.

1.5 Where you issue a purchase order or any other document containing your own conditions of purchase, those conditions do not apply and these terms prevail, whether or not we acknowledge the purchase order.

2. Who we contract with

This clause decides whether we can take your booking at all. Please read it before you enquire.

2.1 We contract with a company — the employer of the people who will occupy the accommodation or the company that is paying for the stay. The company signs and the company pays.

2.2 The accommodation is not granted to any individual as their only or principal home. It is provided for people working away from home who keep a permanent home elsewhere.

2.3 If you are an individual booking for yourself, we will tell you so and we will not take the booking. Depending on what you need we may be able to point you to our sister brand, Maine Stays, which provides serviced accommodation to individuals — or, where you are looking for somewhere to live rather than somewhere to stay while working away, to a letting agent. We would rather say this at the first email than at the contract.

2.4 We may ask questions to establish which of these applies, including who is contracting, who is paying and whether the occupiers keep a permanent home elsewhere. We may decline a booking on the answers and we may end a booking if the position turns out to be different from what we were told.

2.5 An arrangement in which an individual signs and an employer pays is not a company booking. The company signs or there is no booking.

2.6 Where the property is matters as much as who is booking. We currently take bookings for properties in England only. Scotland, Wales and Northern Ireland each run their own licensing, planning and housing rules which we have not yet cleared and a booking outside England is not one we can accept today. Ask us before you plan around us and we will give you a yes or a no, not a delay. This is a limit on what we offer, not on which law governs the contract — clause 18.8 does that and it does not change the rules that apply to the building.

3. What we grant

3.1 A booking grants a licence to occupy the accommodation for the period booked. It does not create a tenancy, a lease or any estate or interest in land.

3.2 You do not take exclusive possession of any unit. We keep the right of access at clause 12.4.

3.3 The accommodation is for residential occupation only, by the people on the occupant list, up to the maximum number stated for each unit. It may not be used as a business address, a registered office, a place of work or for the storage of materials, plant or equipment.

3.4 We permit the people on the occupant list to occupy the accommodation under your booking, for as long as it runs. Beyond that, you may not assign your booking, sub-licence, share or part with occupation of any unit.

4. Quotes, confirmation and what forms the contract

4.1 Nothing on this website is an offer. Descriptions, availability and indicative pricing are given in good faith and are not binding.

4.2 A quotation is based on the information you give us and is subject to availability. It is valid for the period stated on the quotation itself, which is [FIELD — standard quotation validity period].

4.3 A booking is made when we issue a written confirmation. Where we require a signed Corporate Accommodation Agreement, the booking is made when that Agreement is signed by both of us.

4.4 We are not obliged to make the accommodation available, to release access codes or to continue to provide it, until the first payment and the deposit have cleared.

4.5 We may supply the accommodation from our own portfolio or from accommodation we source from third parties. Either way your agreement is with us alone, you pay us alone and it is to us that you bring anything that goes wrong. The people who own or operate a property have no contract with you.

5. Charges, invoicing and payment

5.1 The charge for each unit is fully inclusive of the items at clause 5.2. There are no agency fees and no booking fees.

5.2 Included: furnishing · all utilities and council tax as a single charge · broadband · linen and towels · the changeover clean · mid-stay servicing at the frequency stated in your quotation · the parking stated in your quotation · self check-in · support under clause 12.2.

5.3 Not included and chargeable in addition: damage beyond fair wear and tear · abnormal soiling or deep cleaning · replacement keys, fobs or lock changes · occupancy above the stated maximum · parking fines and permits · anything outside the stated servicing frequency. Everything in this clause is charged at our reasonable cost and evidenced in writing. We do not apply a fixed fee to any of it — the same standard clause 6.5 applies to deposit deductions.

5.4 VAT. Maine Property Solutions Ltd is not registered for VAT. No VAT is charged on your booking, we cannot issue an invoice showing VAT and no UK VAT is recoverable on these charges. Prices are exclusive of any VAT that may become chargeable.

5.5 We issue a pro-forma invoice in advance of each billing period. Payment is due in cleared funds before that billing period begins. A receipted invoice follows once payment clears.

5.6 We do not offer credit terms. We do not invoice in arrears and we do not operate payment terms of any number of days from invoice. If your purchasing process cannot pay a pro-forma in advance, tell us before you book rather than after.

5.7 Interest on late payment accrues at 3% above the Bank of England base rate, from the date falling 14 days after the sum fell due. We have deliberately set this below the rate a commercial contract could otherwise carry, while an open question about which statutory regime applies to this kind of booking is settled and we will charge no more than this figure in the meantime.

6. Deposit

6.1 We hold a refundable deposit per unit, in the amount stated in your quotation and in your Agreement, as security for your obligations.

6.2 The deposit is not rent. It is not applied to any charge while the booking is running, it is held separately from our working capital and it is refundable under this clause.

6.3 We may apply the deposit only to: damage under clause 8.3 · abnormal cleaning · replacement keys, fobs or lock changes · charges properly due under clause 5.3 · unpaid charges.

6.4 We inspect each unit within 48 hours of it being vacated, against the condition record at clause 8.1.

6.5 Where we intend to make a deduction we will give you written notice within the period stated in your Agreement, itemising each deduction with a description and supporting cost evidence. A deduction without evidence is not a deduction.

6.6 You then have the period stated in your Agreement to dispute any item. We return the undisputed balance within the deposit return window regardless of any dispute over the remainder. We will not hold a whole deposit over one disputed line.

6.7 The balance is returned to your nominated account within the deposit return window stated in your Agreement. Where you release a unit before the end of the booking, that unit's deposit is dealt with on its release rather than held back to the end.

7. Occupiers

7.1 Only the people on the occupant list may occupy the accommodation and no unit may hold more people than the maximum stated for it.

7.2 You will give us an occupant list with each occupier's name and an emergency contact and keep it current. Swapping one person for another is free and needs only an update to that list.

7.3 You warrant that each occupier is lawfully present in the United Kingdom and lawfully permitted to occupy the accommodation.

7.4 You are responsible for the acts and omissions of your people and their visitors as if they were your own. Where an occupier knows something you would need to know to comply with these terms, you are treated as knowing it at the same time.

7.5 You will report any fault, damage or incident to us promptly and in any event within 24 hours of becoming aware of it. This is not a time bar. A late report does not by itself defeat a claim — but where lateness has made a problem worse or has cost us the chance to inspect it, we may take that into account.

8. Condition, cleanliness and damage

8.1 An inventory and condition record, with photographs, is taken for each unit before anyone occupies it. That record is the baseline against which the unit is assessed at the end and it is the whole evidence base for any deduction from the deposit.

8.2 Each unit is provided furnished, clean and fit for the occupancy stated for it, from the first day of the booking. Beds are made up with clean linen and the unit has been through a full changeover clean before arrival.

8.3 You are responsible for damage beyond fair wear and tear caused by your people or their visitors and for the reasonable cost of making it good.

8.4 Fair wear and tear is not chargeable. Neither is anything present in the condition record at clause 8.1.

8.5 Units are returned at the end of the booking clean, empty of belongings and in the condition recorded at clause 8.1 allowing for fair wear and tear. Where a unit is left needing more than a normal changeover clean, the additional cost is chargeable under clause 5.3.

9. Arrival, departure and keys

9.1 Access details — the address, parking, the arrival window, the key safe or smart lock code, the WiFi and a contact number — are issued in a mobilisation pack before arrival.

9.2 Access codes are released only once payment for the first period and the deposit have cleared (clause 4.4).

9.3 Arrival and departure times are as stated in your Agreement or your mobilisation pack.

9.4 You will not change, add or remove any lock. Replacement keys, fobs or access devices and any resulting lock change are chargeable under clause 5.3.

9.5 At the end of the booking your people will vacate by the stated time, remove all belongings and return all keys, fobs and access devices.

10. Length of stay, extension, release and cancellation

10.1 A booking runs for the committed term stated in your Agreement. The committed term is not cancellable except under clauses 10.5, 17.1 or 17.2.

10.2 You may release individual units on the notice stated in your Agreement, expiring at the end of a billing period. Charges run to the end of that period.

10.3 You may ask to extend by the deadline stated in your Agreement. We will confirm or decline in writing. Where our own supply arrangements allow it, an extension runs at the same charge. Where they do not, we will offer a revised charge, alternative accommodation under clause 12.5, or notice.

10.4 If you postpone the start date after your Agreement is signed and we have already committed to supply for the original dates, the postponement is treated as a cancellation and a rebooking, and clause 10.5 applies.

10.5 Where you cancel after signature, you remain liable for the charges for the committed term less anything we actually recover by re-letting the units and less any cost we avoid. We will take reasonable steps to re-let. We charge what the cancellation actually costs us, not a fixed penalty.

10.6 Where you add people or units mid-stay, the additional accommodation is quoted fresh at the rate then available. It does not inherit the rate of the original booking.

11. House rules and acceptable use

11.1 House rules are issued with your Agreement and with the mobilisation pack for each unit. You will ensure your people comply with them.

11.2 In every unit, unless we have agreed otherwise in writing:

• No smoking or vaping anywhere indoors.
• No parties, no events and no commercial filming.
• No pets.
• No more people staying overnight than the stated maximum for the unit, including visitors.
• Quiet between 11pm and 7am, and consideration for neighbours at all times.
• No tampering with any smoke alarm, heat alarm, carbon monoxide alarm or fire door.
• No storage of fuel, gas cylinders, plant, tools beyond ordinary personal tools or hazardous materials.
• Nothing unlawful, and nothing that puts people or property at risk.

11.3 We may end a booking immediately or refuse access to a unit, where clause 3.3, 3.4, 7.1 or 11.2 is breached, or where the conduct of occupiers puts people or property at risk.

12. What we do, and substitution

12.1 We provide the accommodation furnished, clean and fit for the stated occupancy from the first day of the booking.

12.2 We maintain a contact channel and respond within our published response times: an acknowledgement, attendance for loss of amenity (loss of heating, hot water or power, or a lock-out) and attendance for non-urgent matters. Those three times are [FIELD — the three support response times].

12.3 We will make the safety documentation required for each unit available to you on request. Where a property is supplied to us by another operator we obtain that documentation from them, recorded by reference number and expiry date. We do not award a booking against an expired certificate.

12.4 We may access a unit on 24 hours' notice for inspection, servicing, maintenance or viewing — and without notice in an emergency or where we reasonably suspect a breach of clause 3.3 or 7.1.

12.5 Substitution. If a unit becomes unavailable or unfit to occupy, we may move the affected occupiers to alternative accommodation of an equivalent or better standard, within the maximum distance or travel time from your site stated in your Agreement, at no additional charge to you. We state a distance or a travel time, never a region. We will give as much notice as the circumstances allow. Substitution under this clause is not a breach of your Agreement.

12.6 Some duties cannot be moved by contract. Gas, electrical and fire safety carry duties that sit on whoever the law puts them on and no clause in any agreement changes who a regulator may prosecute. More than one party can hold the same duty at the same time and agreeing who does the work can add a duty holder rather than remove one. Where a property is supplied to us by another operator, this document settles who does the work, who pays for it and who produces the evidence — it does not divide the duties themselves and nothing in these terms transfers a duty that cannot lawfully be transferred.

13. Liability

13.1 Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be excluded or limited.

13.2 Neither of us is liable to the other for loss of profit, loss of contract, loss of production, business interruption or any indirect or consequential loss.

13.3 Subject to clause 13.1, our total liability arising out of a booking is limited to [FIELD — liability cap basis, UNRESOLVED. To be expressed on contract value, not on charges already paid].

13.4 We are not liable for the personal belongings of occupiers. Occupiers should insure their own possessions.

13.5 Neither of us is liable for a failure caused by events beyond reasonable control, provided we tell the other promptly and take reasonable steps to reduce the effect. Where the event affects a unit, clause 12.5 applies.

14. Insurance

14.1 Our cover: [FIELD — owner to confirm policy and limit before publication. No statement about cover we hold may appear here until a policy number, a limit and an expiry date are recorded]

14.2 Your cover: you maintain employer's liability insurance as required by law and public liability insurance of not less than [FIELD — public liability limit required of the client]. Each of us will produce evidence of cover on request.

14.3 Occupiers' own belongings are not covered by any policy of ours (clause 13.4).

15. Complaints

15.1 If something is wrong, tell us. Occupiers report faults to us rather than to the owner or operator of a property, so that we can see how our own contract is performing.

15.2 How to complain: email info@tradeneststays.com with the booking reference, the unit and what has happened.

15.3 Our Complaints Procedure sets out what we do next, who owns your complaint and how long each step takes.

15.4 We are not a member of a property redress scheme and these terms do not offer you an escalation route to one. If you are dissatisfied after our complaints procedure has run its course, your remedies are those in your Agreement and at law.

16. Data protection

16.1 We handle personal data in line with the UK GDPR and the Data Protection Act 2018. How we collect, use and keep personal data is set out in our Privacy Policy.

16.2 You give us occupier names and emergency contacts. Each of us acts as an independent controller in respect of that data. You confirm you have a lawful basis for giving it to us and have told the people concerned.

16.3 We use occupier data only to provide the accommodation, to meet our safety obligations and to contact occupiers about their stay. We keep it for the period stated in your Agreement after the booking ends and then delete it.

17. Ending a booking

17.1 Either of us may end a booking immediately, in writing, if the other commits a material breach that is not put right within 14 days of written notice or becomes insolvent.

17.2 We may end a booking immediately under clause 11.3 or where clause 2 turns out not to be satisfied.

17.3 On the booking ending, clause 9.5 applies and the deposit is dealt with under clause 6.

18. General

18.1 Neither of us may assign a booking without the other's written consent, except that we may assign to a member of our group.

18.2 A person who is not a party to a booking has no rights under the Contracts (Rights of Third Parties) Act 1999.

18.3 Any variation of a booking must be in writing.

18.4 A failure to enforce a term is not a waiver of it.

18.5 If any term is held unenforceable, the rest continues in force.

18.6 Notices must be in writing, by email or post, to the addresses in your Agreement or to info@tradeneststays.com and the registered office above.

18.7 We may change these Booking Terms. The version that applies to your booking is the version published when your booking was made or the version attached to your Agreement. A change does not apply to a booking already made.

18.8 These terms and any booking are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction. This governs the contract between us. It does not change the licensing, planning, safety or housing rules that apply to the building itself, which follow the place where the property stands — see clause 2.6.

Contact

Questions about these terms: info@tradeneststays.com or write to the registered office above.

Trade Nest Stays is a trading name of Maine Property Solutions Ltd, registered in England and Wales, company number 16187542. Registered office: Office 1, Izabella House, 24-26 Regent Place, Birmingham B1 3NJ.

Last updated: [FIELD — publication date]