Terms & Conditions of Use
Booking a private villa differs significantly from booking a hotel room, especially regarding payments and cancellations. We encourage you to review these terms carefully before booking. By electronically accepting these terms and conditions, you acknowledge that you have read, understood, and agree to the following terms.
Please invest a few minutes to understand these important conditions fully. Below are the standard Terms & Conditions for all villas under the Boutique Villas Bali Group, including Urban Retreats Villas and Villa Rosita. These Terms and Conditions apply to all direct guest bookings at the aforementioned villas, unless specific amendments and exceptions are provided in writing to the guests prior to stay date. For bookings of 28 nights or more, additional Terms and Conditions will be agreed upon in advance and formalized in a contract.
For guests booking through an Online Travel Agent (OTA) such as Airbnb, TripAdvisor, HomeAway, VRBO, Booking.com, Agoda, Marriott Bonvoy, or similar platforms, the booking, payment, and cancellation processes are governed by the respective OTA. Therefore, the following sections do not apply:
• Booking and Payment Process
• Cancellation and Booking Amendment
BOOKING AND PAYMENT PROCESS
Upon receiving your enquiry, we will typically respond within 24 hours if contacted via email or WhatsApp.
We will confirm villa availability, provide a rate inclusive of applicable taxes, and specify the required deposit to secure your booking.
Once you confirm that the booking details are accurate and wish to proceed, we will reserve the requested dates for 48 hours, pending payment evidence (24 hours if the booking is within the next 7 days or if there is another pending inquiry). An invoice and details of your stay will be promptly sent to
you.
If payment evidence is not provided within the designated timeframe, we reserve the right to release the dates for new bookings. A booking is only confirmed once we receive the deposit or full payment in our bank account, or when our credit card processor notifies us of the payment being received and cleared.
We will confirm receipt and booking via email, typically within 24 hours of notification. Payments can be made in IDR or USD through local bank transfer or International Money Transfer (IMT), ensuring the total amount is received in the specified account (sender covers any bank fees). We also accept credit or debit
card payments through an international card processor, subject to a processing fee. For IDR payments via Xendit, a 3% fee applies; for USD payments via Stripe, a 5% fee applies. The final outstanding amount must be paid at least 30 days before your arrival. We will send you an invoice for this payment in advance. Once the invoice is settled, we will provide you with all the necessary details for your stay.
Please note, your booking may be at risk if payment is not made within 5 working days of receiving the final invoice.
If your booking is within 30 days of your arrival date, we will issue an invoice and require full payment to confirm the reservation. The booking is only confirmed once the full amount has been credited to our bank account or our credit card processor has notified us of the payment. We will then inform you within 24 hours that your booking is confirmed.
For bookings made within 7 days of your villa arrival, full payment is required in advance via credit card or local bank transfer in IDR. We reserve the right to decline other payment methods, including international bank transfers and cash payments upon arrival. For bookings made within 24 hours of your arrival at the villa, we require full payment in advance.
FAILURE TO PAY
If guests or their booking agents fail to pay an invoice within the specified notice periods, BV reserves the right to consider the booking as cancelled. Such cancellations will then be subject to our cancellation policy.
If guests, or their representatives, fail to make full and final payment before the start of their stay, we reserve the right to deny entry to the villa. This refusal will remain in effect until payment is completed.
Guests wishing to extend their stay at a villa or request a late check-out must make full payment for the additional nights 24 hours before the new stay or by 5pm the day before their original stay ends. Failure to make this payment will result in no reservation being made, and guests will be required to check out at the standard time or on their original departure date.
PAYMENT FOR LONG-TERM BOOKINGS
For guests staying longer than one month (thirty days), the payment terms and penalties for non-payment will be outlined in the contract between the guest and BV. These terms will take precedence over the Standard Terms and Conditions provided here Cancellation and Booking Amendment
For guest cancellation requests made more than 30 days before check-in during low, and mid seasons, and more than 60 days before check-in during high and peak seasons, we will refund the full deposit amount (50% of the total), minus a US$50 administration fee minus any applicable bank charges or exchange rate differences.
For cancellations more than 30 days prior to arrival, the obligation to pay the second payment (50% of the total amount) will be waived.
For cancellations within 30 days of arrival, all payments are non-refundable.
For event bookings, if guests cancel at least 7 days before the check-in date, all payments for optional extras (event fees, Banjar payments, security deposits) will be fully refunded.
If a cancellation occurs within 7 days of check-in, we reserve the right to deduct any costs already incurred in good faith from the refund.
These costs may include Banjar fees, as well as expenses for food, drink, and/or villa decorations.
We highly recommend that all guests obtain travel insurance to protect against unforeseen emergencies affecting their stay, as well as cancellation insurance to cover any emergency situations that might alter their travel plans.
Please review the current COVID-19 travel requirements for Indonesia through the following link:
https://kemlu.go.id/davaocity/en/news/21093/regulations-for-traveling-to-indonesia
LATE CHECK OUT FEES
Our late check-out fees are structured as follows:
• Up to 3:00 PM (4 hours extra): 25% of the nightly rate
• Up to 5:00 PM (6 hours extra): 50% of the nightly rate
• Up to 7:00 PM (8 hours extra): 75% of the nightly rate
• After 7:00 PM (more than 8 hours delay): 100% of the nightly rate
TRANSFER OF BOOKING
Bookings are non-transferable unless the following conditions are met:
• The original guest named in the booking submits a written request to BV to transfer the booking to another specified guest and provides all required contact details.
• The new guest agrees to comply with all terms, conditions, and obligations of the original booking.
• There is no alteration to the payments already made or to future payments committed by the original guest, except if they are to be increased.
ACCESS & AMENDMENTS
The Property and its amenities are available for the Guest’s complete enjoyment throughout their stay.
However, the Owner reserves the right to access the Property for essential maintenance or repairs. In rare instances, BV may need to cancel or modify your booking due to essential emergency maintenance, staff illness and quarantine, or other unforeseen circumstances beyond our control. In such cases, we will offer to defer your stay. If your dates are fixed and you already have flight tickets, we will relocate you to similar accommodation at another of our villas at no additional cost. If none of these options are viable, we will provide a full refund of any payments received.
RATE INCLUSIONS
Our Standard Rates for short-term stays of less than one month include all applicable taxes and grant exclusive access to the villa and its amenities, including a private swimming pool and dedicated villa staff services for the duration of your stay. Additionally, Standard Rates cover all utilities, such as water, gas, electricity, and any local village fees.Damage or Losses.
GUEST RESPONSIBILITIES
Each of our villas is meticulously designed to meet the highest standards, providing you with everything needed for an extraordinary stay. We kindly ask guests to treat the property with care, ensuring it remains in good order and clean condition. Any damage or loss incurred during your stay, along with any special cleaning required due to negligence by any member of your group, will be the guest’s responsibility. Additional costs will apply for damages or specialized cleaning.
LOSS OF KEYS
Please note a cost of 500,000 IDR is in place for any loss of keys.
EXCESSIVE DAMAGE
In the event of excessive or unacceptable loss or damage during the Rental Period, Boutique Villas Bali (hereafter referred to as “BV”) reserves the right to terminate the rental agreement. BV may require the Guest, their party, and any visitors to vacate the Property immediately, without compensation or refund.
USE OF PROPERTY
All bookings are presumed to be for standard holiday purposes, and Guests agree to use the Property as such unless otherwise confirmed in writing.
EVENTS AND SPECIAL OCCASSIONS
When planning an event like a wedding or party with a guest list exceeding the number of guests booked, or if you intend to use the Property for purposes other than a holiday, please notify BV at the time of booking. Special approval needs to be granted and charges will be necessary, due to local authorities and licenses and for insurance purposes.
LOCAL PERMITS
If an event is planned, Guests may need permits from local authorities. BV, cannot control the issuance of these permits. If permits cannot be obtained, BV’s standard event cancellation policy will apply and no further refund or payment will be made to the Guest.
CONDUCT, DUE CARE – LOCAL LAWS
Guests are requested to respect the local customs and traditions and ensure that their group and visitors behave appropriately. Illegal or immoral activities, including gambling, prostitution, prohibited drugs, pyrotechnics, dangerous goods, and firearms, are strictly prohibited.
COMPLAINTS – REPORTING ISSUES
We aim to ensure an enjoyable stay. If you encounter any problems during the Rental Period, please inform BV immediately so we can address them. Complaints reported after the Rental Period will not be entertained.
DISCLAIMERS
General Liability
BV does not accept responsibility or liability for:
• Physical injury, sickness, death, loss, damage, inconvenience, or additional expenses incurred by the Guest, their party, or visitors, regardless of the cause.
• Any vehicle or its contents used, hired, or engaged by the Guest or their party during the Rental Period.
• Inability to enter the Property or stay due to failure to obtain appropriate travel documentation, cancellations, amendments to travel arrangements, or missed flights or connections.
Force Majeure
BV, the Owner, and the Owner’s Representative are not liable for circumstances beyond their control, including but not limited to:
• Strife, strikes, demonstrations, terrorist activities, natural disasters, fires, sickness, weather conditions, action by government or public authorities, technical problems related to transport, and breakdowns of the Property’s facilities or infrastructure.
In no case will BV, be liable to make any payment, refund, or compensation beyond the total rental amount paid.
AGREEMENT
By making a booking request, the Guest agrees that these terms and conditions have been read, understood, accepted, and agreed to without reservation or exception.
Thank you for choosing Boutique Villas Bali.
We hope you enjoy your stay!
