General terms and conditions & House Rules

Last update: May 1, 2025

These terms apply to all bookings made at De Villadroom via our website or booking systems.

1. Definitions

• Holiday Home: De Villadroom, designed for a maximum of 28 people.

• Tenant: The natural person or legal entity making a booking.

• Landlord: The owner or manager of De Villadroom.

• Agreement: The rental agreement that comes into effect upon confirmation of the booking.

2. House Rules

We aim to rent in an atmosphere of mutual respect. Our holiday home is intended for friend groups and families wishing to spend time together in a pleasant and peaceful environment.

• Bachelor parties, parties, and drinking events are not allowed.

• Parties or events are only allowed with prior written consent.

• Smoking and pets are not allowed inside the holiday home.

• Fireworks, smoke machines, or open flames are prohibited.

By booking, you agree to these terms and the house rules, which are an integral part of the rental agreement.

3. Capacity and Use

• The house is suitable for up to 28 people (including children). Exceeding this number will result in immediate termination of the rental without refund.

• Babies under 1 year old are not counted as full persons but must be reported in advance.

• Groups under 25 years old are only accepted after consultation.

• Tents, campers, or other overnight accommodations are not allowed on the property without written consent.

• Subletting is not permitted.

• Furniture must not be moved, and it is prohibited to make fires in the garden.

4. Reservation and Payment

• A booking is binding upon confirmation by the landlord via email.

• Deposit / Security Deposit: €500 within 5 days of confirmation.

• The deposit will be refunded within 14 days of departure, provided:

  • No damage has occurred

  • No extra cleaning or costs have been incurred

• Remaining Payment: Due no later than 30 days before arrival.

• For bookings within 30 days, the full rental amount + deposit must be paid immediately.

• In case of late payment, the landlord may cancel the reservation. The deposit will be refunded in such cases.

5. Cancellation

• Cooling-off Period: You can cancel free of charge within 5 days of booking (not for last-minute bookings).

• Cancellation after 5 days: The following fees apply:

  • Up to 30 days before arrival: 30% of the rental amount

  • 30–14 days before arrival: 60% of the rental amount

  • 14–2 days before arrival: 80% of the rental amount

  • Less than 48 hours before arrival: 100% of the rental amount

• Cancellation Insurance: Strongly recommended and at the tenant's expense.

• If force majeure (e.g., pandemic, fire, natural disaster) makes the stay impossible, the landlord may cancel the agreement. In this case, the rental amount will be refunded in full, with no further liability.

6. Liability

• Tenant's Liability: The main tenant is responsible for all damages, even if discovered after departure.

• The house rules are binding and must be strictly adhered to.

• Disturbance (noise or behavior) may result in immediate termination of the stay without refund.

• Landlord's Liability: The landlord is not liable for theft, injury, or damage.

• The landlord is also not responsible for inconveniences caused by external factors (construction, weather conditions, etc.).

• The tenant must have their own family insurance / liability insurance.

7. Arrival and Departure

• Arrival and Departure Times:

  • Week: Friday 17:00 – Friday 10:00 or Monday 17:00 – Monday 10:00

  • Weekend: Friday 17:00 – Sunday 10:00

  • XL Weekend: Friday 17:00 – Monday 10:00

  • Midweek: Monday 17:00 – Friday 10:00

• Any deviation must be agreed upon in advance. No refunds are possible for late arrivals or early departures.

8. Waste and Cleanliness

• Waste must be sorted according to local guidelines:

  • Residual waste, PMD, paper/cardboard, GFT, glass, empty bottles

• The house must be left clean upon departure:

  • Furniture in its original place

  • Trash bins emptied

  • Dishes clean in the cupboard

• Additional Costs for Non-Compliance:

  • Dishwasher not emptied: €15

  • Fridges not emptied / not used normally: €25

  • Extra cleaning of trash: €15/hour

  • Cleaning terrace and garden: €15/hour

  • Oven cleaning: €15/hour

  • Fire alarm due to smoking: €600

  • Damage: at cost price

9. Inventory and Damage

• Upon arrival, you have 4 hours to report any existing damage or defects.

• The house will be inspected after departure. If everything is in order, the deposit will be refunded within 14 days.

• In case of damage exceeding the deposit amount, the tenant must pay the difference.

10. Cleaning, Bed Linen, and Laundry

• End cleaning is mandatory and included in the price unless otherwise agreed.

• The tenant is responsible for leaving the house in a correct and tidy state.

• All beds are made upon arrival.

11. Disputes and Applicable Law

• This agreement is governed by Belgian law.

• Any disputes will, if necessary, be submitted to the court of the district where the holiday home is located.

12. Contact Details

De Villadroom
Schuurstraat 5, 3511 Hasselt
[email protected]
+32 470 26 24 25