RENTAL AGREEMENT, TERMS & CONDITIONS
VAUX - Park Street, Colombo. You May also DOWNLOAD a copy of this document here.
Vauxhall Colombo Pvt Ltd, (VAUX) with registered offices at 255 Vauxhall Street, Colombo, Sri Lanka; registered as a company with reference PV 95291.
Hereinafter also “VAUX” or the “Estate Manager”, “Our” or “We”
operating under the name: “VAUX” at 60/10 Park Street, Colombo 00200, Sri Lanka
&
You [hereinafter also “Guest(s)”, “Tenant”, “Client” “You” or “Your”].
VAUX, and the Guest / Tenant / Client / You individually are defined as “Part” and collectively as the “Parties”.
PROVIDED THAT
a. VAUX is a real estate company specialised, in particular, in the rental of short and medium term rental units, and performs these activities in particular with respect to properties located in areas that are of particular interest to business and travel within the City of Colombo.
b. As part of the aforementioned activity, VAUX identifies those interested in staying in the Real Estate Units temporarily and in any case for residential use;
c. The Guest has made a booking to rent a named Real Estate Unit as a rental and for temporary use agreed check-in and check-out date and to use the services provided by VAUX;
e. Under this Agreement the Parties intend to define the terms and conditions pursuant to which the Real Estate Unit is temporarily rented and the ancillary services which will be provided to the Tenant.
Reservations
What we need for bookings
At a minimum, we need your:
Full name
Email address
Confirmed phone number
Your Permanent / Residential Address
Identity Verification
Payment information
Identity verification
Depending on your destination and other factors, we may need to verify your identity as part of the booking process. We may ask you to provide us with:
Legal name, address and/or other personal information: In some cases, these are sufficient for us to verify your identity.
Photo of your government ID: This could be a driving licence, passport, identity card or visa.
Selfie: We may need to ask you for a photograph in case we are unable to verify your Government ID. If you can’t provide a selfie that matches your Government ID, you can contact us for an alternative verification method.
What we may ask for
Agreement to house rules
ID upon check-in, if done in person and if the requirement is in the house rules at the time of booking or as required under applicable laws
Note: Local laws may from time to time require guests to register with local authorities. This can be done directly with the local authorities or at the accommodation on behalf of the authorities. Where there is a law that requires guests to register with local authorities, the registration request may be made legitimately by us
Your privacy is important to us
Your identification information is handled according to our Privacy Policy and isn’t shared with others. We only share the following information with in-house staff and service providers as so required and on a need to know basis:
Your name: This is your first name as it appears on your profile
Verification Information and status: Whether your identity has been verified, your identity, guest names and identity
Your phone or contact information in case to reach you if so required.
Falsified Bookings
Any booking obtained under false pretence will be subject to forfeiture of advance payment, deposit and/or rental money, and the party will not be permitted to check-in / stay.
Warranties & Deposits
VAUX reserves the right to request any additional payment or card hold or cash held as a security deposit as a guarantee against any damage to the property during its use and occupation.
Security & Damage Deposit
A Security & Damage Deposit of USD 250 is required. This must be received before check-in but if not collected would still be considered as applicable and chargeable after check-in. The deposit automatically converts to a security/damage deposit upon arrival.
The deposit is NOT applied toward rent; however, it is fully refundable at or after departure, provided the following provisions are met:....
• No damage is done to property or its contents, beyond normal wear and tear.
Damage is not limited to physical damages and includes wilful, or neglectful markings, impact damages or any breakages of walls, doors, windows equipment, fixtures fittings, furniture or white goods
• No charges are incurred due to illegal activity, pets or collection of other costs for services rendered during the stay.
• All debris, rubbish and discards are placed in the rubbish bin, and soiled dishes are cleaned.
• All keys are returned as agreed and the unit is kept locked at all times.
• All charges accrued during the stay are paid prior to departure.
• No linens or property are lost or damaged.
• The renter is not evicted by the owner (or representative of the owner) or the local law enforcement.
The Security & damage deposit value retained is NOT a limitation of liability and if the claim against such deposit, or if any such damage caused, is higher than the deposit value, then the guest is liable and responsible in settling all costs to its full extent.
What’s Included and What’s Not
Facilities and common area amenities and costs are included in the rental rate.
We will always strive to provide you with all services and facilities as advertised to the best of our capability, but are not liable for claims arising from inevitable and reasons out of our control that might require the VAUX team to withhold any such facilities and services due to breakdowns, safety concerns, limitations of public utilities or external service providers and situations out of our control or acts of God.
Housekeeping Services
Rates include a one-time linen & towel setup. While linens and bath towels are included in the unit, daily maid services are not included in the rental rate.
Frequency of Housekeeping Services
Linen and towel changes and general housekeeping and cleaning will be provided every 4 days for stays longer than 7 days.
Additional cleanups are available at additional rates of USD 30 for 2BR units, USD 35 for 3 BR units and USD 70 for the Penthouse Unit. These costs may change and you are requested to contact VAUX directly for additional cleanings.
We suggest you bring beach towels if required. We do not permit towels or linens to be taken from the property. Removed items when identified as such will be billed to you immediately.
Safety & Valuables
If there are lockers in the rooms; please keep your valuables in there at all times. We do not however take responsibility for losses although we may be able to provide access to CCTV footage and history of access to your individual apartments to review access and controls.
Insurance
We recommend you take out travel insurance for your stay with us. VAUX assumes no responsibility for losses, illness, injury or loss of life that may be incurred by guests while on the premises.
Utilities (electricity, potable water, internet)
Electricity and other utilities are included. However this may represent a significant cost to VAUX in servicing and operating your apartment. We ask you to kindly take care in the operation of Air conditioners, ovens, water heaters and other high power electrical appliances and to ensure that they are used with care with no wastage. Please always ensure to remove your key card at the door when leaving your apartment to ensure all high energy devices like air conditioners will switch off
Fair User Policy Electricity
Usage is monitored and a fair user policy is considered, at no more than 30kW per day of our 2 or 3 Bed Room Apartments and 60kW per day of our 4 Bed Room Penthouse
Fair User Policy Water
Usage is monitored and a fair user policy is considered, at no more than 1200 liters per day in our 2 or 3 Bed Room Apartments and 2000 liters per day of our 4 Bed Room Penthouse
All water supplied by the Sri Lanka water board is potable (safe to drink) but you may wish to have your own purified water.
Fair User Policy Internet
Don’t download all of your movies and TV programmes; stream them instead. This will lessen the stress on the internet speed for everyone. We do not allow torrenting.
House Rules and the VAUX community
Access & Usage of Facilities
Check In
Check In time is at 15:00 - We will strive to provide early check-ins where possible, but this is not guaranteed. It is possible to ask for an early check in upto 13:00 hrs on check-in day with prior enquiry only upon availability. Check-In prior to 12:00 hrs can only be guaranteed by an advance paid reservation.
Check Out
Check Out time is at 11.00 - We may offer to provide late check-outs where possible, but this is not guaranteed. It is possible to ask for a late check out upto 14:00 hrs on a check-out day with prior enquiry only upon availability. Check-Our after 14:00 hrs can only be guaranteed by an advance paid reservation.
Registration
VAUX insists on registration of all guests in advance at time of reservation. They will be identified as In-House Guests. This registration may also be required by local authorities.
Visitors are provided access only after registering at the security office and having received prior permission from the management.
Visitors may NOT use any facilities of the property such as the swimming pool. Visitors cannot use the common areas and recreational spaces of the property without being accompanied by in-house guests at all times.
The main guest would be solely responsible for all registered in-house guests and also visitors.
Any exceptions to these rules may be allowed for our Extended Stay Guests - but must be agreed in advance and in writing with VAUX.
Guests & Visitors
The maximum number of in-house guests staying in your apartment is limited to the agreed number of guests at time of reservation, as provided by the main guest. This is Irrespective of the apartment’s possible advertised occupancy which may be higher.
Verified & Registered Main Guest, In-House Guests + Visitors
Definitions
Verified Guests are those persons who are registered as guests at time of reservation by the Main Guest.
Visitors are unverified guests and are those persons who are not registered as guests at time of reservation by the Main Guest. Thus Visitors may include a range of people such as friends, family members, partners, domestic assistants, maids, business associates.
Visitor Rules
We have Different Rules for accommodating visitors depending on your length of stay at VAUX
Short Term Rental Guests (Registered for stays shorter than 7 days)
..may NOT host Unregistered Guests as visitors to their apartment. Notwithstanding the above, no visitors can be stay-in visitors.
A Rental of USD 50- per visitor per night prorated for the entire duration of the apartment reservation, would be chargeable for any visitors identified as not registered guests occupying the property even for a day.
Extended Stay Rental Guests (Registered for stays longer than 14 days)
..may ONLY host a SINGLE stay-in visitor at their apartment if the additional visitor does not exceed the total guest capacity of the apartment occupied. They may host a visitor without prior guest reservation, but may be screened by security for verification if required.
Living Rules
Be Kind & Polite
Acknowledge people and say hi. (We know it sounds obvious, but we all get lost in our screens/books sometimes – and being ignored can make others feel lonely or insecure.
Learn the names of your fellow residents and take the time to introduce yourself properly, but always respect the privacy of your fellow house guests.
If you would not like to be a part of an online digital community let us know.
Loss & Damages
Accidents are rare, but they happen. If you as the main guest, another in-house guest or someone you invite are responsible for damage during a stay, let the property manager or staff know right away.
The best way to do this is by sending them a message by email, just in case our Community Support team needs to refer to it later. If you can provide photos, that’s great, too.
Being upfront about damage gives us as much time as possible to fix it before our next guest arrives. It also gives us a chance to find a resolution.
Undeclared Losses or Theft.
We aim to provide a value added service to our guests and provide house appliances and infrastructure which are very expensive to procure. Undeclared damages and losses are serious and may be significant. They could be treated as Theft if they are not declared before check-out. Vaux reserve the right to claim for damages, losses or theft at the property and may press charges with the police if needed.
Keep your Apartment and Surroundings Clean
• Clean pans/utensils after meals – don’t let them rot in the sink.
• Don´t leave your personal belongings in common areas as it can be mistaken for being communal and be broken or misplaced.
• If cooking smelly food, please open the windows to reduce the lingering smell.
• We prefer if you remove any outside worn shoes at your apartment door to keep your apartment floors clean. (Asian Style)
• Be sure to close the doors and windows securely when leaving the property.
Silent Hours
• In consideration of the extended community of VAUX guests, we ask you to turn down the volume and reduce noise levels from 10pm to 9am.
• When listening to music or watching movies on the in-house stereo speakers or TV; please be aware of the time of day and if necessary please use your headphones.
• Exceptions to the silent hours may be made on special nights such as on New Year’s Eve. Guests will be notified of such days.
Roof & Pool Hours
Access to the Roof Terrace and Pool usage is limited. Access will be provided from 6am to 10pm. If you are already on the roof past 10pm we ask you to remain quiet past this time and make your way back to your apartment.
Guests’ Visitors & Parties
Guests may host their own visitors to a visit at the apartment but limited to no more than an additional 6 persons at a time. Visitors may not use any facilities of the property such as the swimming pool without being accompanied by in-house guests at all times.
Any prior arranged parties must be communicated to the property manager and should strictly follow the Silent Hours of VAUX without exception. Such parties cannot be of a nature where external sound systems or loud music is played.
Any exceptions to these rules may be allowed for our long term guests (> 28 days) - but must be agreed in advance and in writing with VAUX.
Fire Risks & Hazards
The property is equipped with state of the art fire detection equipment and automatic sprinklers and fire extinguishers.
We do not allow any use of incense or candles.
Absolutely no firearms on the premises. If you, your guests or bodyguard is in possession of a fire-arm, please declare it to security and ensure to leave the premises with it immediately
If your door has a door closer it could be a fire door, which requires you to ensure they remain closed.
No Smoking and Underage Drinking
Smoking inside the apartment or within the building is strictly forbidden. In case of violation a penalty of USD 100 or more will be charged. Any damage to the property caused by smoking including removal of smoking odours will be charged to the guests. Absolutely no drug use or possession of drugs on the premises by tenants or their visitors.. Absolutely no underage drinking and no drunkenness.
No Animals
No animals are allowed inside the Property. If not expressly indicated and agreed in advance, it is strictly forbidden to bring animals into the apartment.
Recycling
To reduce the environmental impact and comply with current local regulations, it is necessary that the guests make a proper separation of waste, separating kitchen waste from recyclable paper, plastic, glass or metals. Further instructions may be found in the apartment. For stays from 1 to 4 nights, we recommend to leave the waste inside the apartment. For longer stays, our cleaning service may take care of the disposal. The guest is encouraged to carry kitchen waste to the central waste disposal area more often if so required, and request for replacement garbage bags if so needed.
Written Exceptions
Any exceptions to the above mentioned policies must be agreed upon with VAUX in writing.
Privacy Policy
Our Privacy Policy explains what personal information we collect, how we use personal information, how personal information is shared, and privacy rights.
1. Information Needed to Reserve and Stay at VAUX.
We collect personal information about you when you use Online Travel Agencies (OTAs) or our own booking platform. Without it, we may not be able to provide all services requested. This information includes:
Contact, Account, and Profile Information. Such as your first name, last name, phone number, postal address, email address, date of birth, and profile photo, some of which will depend on the features you use.
Identity Verification and Payment Information. Such as images of your government-issued ID (as permitted by applicable laws), your ID number or other verification information, a selfie when we verify your ID, bank account or payment account information. If you are not the lead guest providing the information, we may receive information relating to you, such as when a main guest provides your information to complete a booking. If a copy of your ID is provided to us, we may scan, use, and store information contained in your ID to verify your identity and for security purposes.
2 Information You Choose to Give Us.
2.1 You can choose to provide us with additional personal information. This information may include:
Additional Profile Information. Such as gender, preferred language(s), city, and personal description.
Information About Others. Such as a payment instrument belonging to another person or information about a co-traveler. By providing us with personal information about others, you certify that you have permission to provide that information to VAUX for the purposes described in this Privacy Policy and you have shared the VAUX Privacy Policy with them.
Other Information. Such as when you fill in a form, add information to your account, respond to surveys, post to community forums, participate in promotions, communicate with VAUX Support and other Members, import or manually enter address book contacts, provide your address and/or geolocation, or share your experience with us. This may include health information if you choose to share it with us.
2.2 Information Automatically Collected by Using the VAUX Platform and Our Payment Services.
When you use the VAUX Platform and Payment Services, we automatically collect personal and other information. This information may include:
Geolocation Information. Such as precise or approximate location determined from your IP address, mobile or other device’s GPS, or other information you share with us, depending on your device settings.
Usage Information. Such as the pages or content you view, searches for Listings, bookings you have made, additional services you have added, and other actions on the VAUX Platform.
Cookies and Similar Technologies.
Payment Transaction Information. Such as payment instrument used, date and time, payment amount, payment instrument expiration date and billing postcode, email address, IBAN information, your address, and other related transaction details.
3. How We Use Information We Collect
3.1 Provide, Personalise, Measure, and Improve our Advertising and Marketing. We may process this information to:
send you promotional messages, marketing, advertising, and other information based on your preferences and social media advertising through social media platforms,
personalise, measure, and improve our advertising,
administer referral programs, rewards, surveys, sweepstakes, contests, or other promotional activities or events sponsored or managed by VAUX or its third-party partners,
analyse characteristics and preferences to send you promotional messages, marketing, advertising, and other information that we think might be of interest to you,
invite you to events and relevant opportunities, and
send, with your consent, promotional messages, marketing, advertising, and other information that may be of interest to you based on your preferences.
3.2 Provide Payment Services. Personal information is used to enable, or authorise third parties to use, Payment Services, such as to:
detect and prevent, fraud, abuse, and security incidents
comply with legal and compliance obligations (such as regulations and sanctions enforcement),
enforce the Payment Terms and other payment policies, and
provide and improve Payment Services.
4 Third-Party Partners & Integrations.
Parts of VAUX may link to third-party services both online and at the VAUX.
VAUX does not own or control these third parties. When you interact with these third parties and choose to use their service, you are providing your information to them. Your use of these services is subject to the privacy policies of those providers, including online providers such as Google Maps/Earth, Online Travel Agents (OTAs), Payment Gateways etc.
Cancellations, Travel Issues, and Refunds.
In general, if as a Guest you cancel a Reservation, the amount refunded to you is determined by the cancellation policy that applies to that Reservation. If VAUX cancels, or you experience a Travel Issue, you may be eligible for a refund unless VAUX has cancelled the booking due to a reason of eviction of the guest due to non compliance of house rules or anything related to the non-binding of the guest to our Terms and Conditions. Cancellations may not be allowed for certain types of reservations including confirmed Long Term stays.
Booking Modifications.
Guests and VAUX are responsible for any booking modifications they agree to make via the VAUX Platform or direct VAUX customer service or other OTA channels to make on their behalf ("Booking Modifications"), and agree to pay any additional amounts, fees, or taxes associated with any Booking Modification.
Your Responsibilities and Assumption of Risk.
Your Responsibilities.
You are responsible and liable for your own acts and omissions and are also responsible for the acts and omissions of anyone you invite to join or provide access to any Accommodation, Experience or other Services. For example, this means: (i) you are responsible for leaving an Accommodation (and related personal property) in the condition it was in when you arrived, (ii) you are responsible for paying all reasonable Damage Claim amounts necessary to cover damage that you, your guest(s), or your pet(s) - if permitted - cause to an Accommodation, and (iii) you must act with integrity, treat others with respect, and comply with applicable laws at all times. If you are booking for an additional guest who is a minor or if you bring a minor to a VAUX space, you must be legally authorised to act on behalf of the minor and you are solely responsible for the supervision of that minor.
Your Assumption of Risk.
You acknowledge that many activities carry inherent risks and agree that, to the maximum extent permitted by applicable law, you assume the entire risk arising out of your access to and use of VAUX and any Content, including your stay at any Accommodation, participation in any Experience, use of any other VAUX Service, or any other interaction you have with other guests whether in person or online. This means it is your responsibility to investigate our services and determine whether it is suitable for you. For example, our host services may carry risk of illness, bodily injury, disability, or death, and you freely and willfully assume those risks by choosing to participate in such host services by using the facilities at VAUX.
Contact Information
VAUX
Residential Office
60/10 Park Street, Colombo 00200, Sri Lanka
Corporate Office
Vauxhall Colombo Pvt Ltd
255 Vauxhall Street, Colombo 00200, Sri Lanka
Tel: +94 115 98 6000
