OAK TREE ESTATE

Booking terms & conditions

Payment policy

• A valid credit card is required on booking to confirm your reservation. Oak Tree Estate reserves the right to pre-authorize credit cards prior to the guest's arrival.
• 30% deposit of total amount is required to finalize reservation.

(Fully refundable within the Cancellation policy)

• Remaining amount is due 45 days prior to arrival date.
• A full amount (100%) payment is required if reservation request is completed within 6 weeks prior to arrival date.

Cancellation policy

• Cancellation 45 days or more prior to arrival: Deposit fully refunded, No charge
• Cancellation 44 days or less prior to arrival date: Full charge of the entire stay
• No show or early departure: charge of full amount

Check-in policy

Check-in time: 15:00

Check-out time: 11:00

1. COVID-19 | 2023-2024 | Cancellation Policy:

Our COVID-19 policy applies to all bookings with a stay date between January 1st 2023 and December 31st 2023.

In case the Guests are not able to travel to Crete and reach the villa on the Check-in date due to any Force Majeure reasons in connection to COVID-19 (closed borders, existing quarantine in their/our area, flight restrictions in their/our area etc.), the reservation may be rescheduled for any future period in 2023 (new dates are subject to availability and minimum stay policy depending on the chosen period).

As per Greek Legislative Act. 1369/13-Apr-2020, the guest may ask and receive a Credit Voucher for the full value of their deposit already paid. This credit voucher can be used to book our villa in the next 12 months during 2023 (January - December 2023) and all seasons during 2024 (January - December 2024).

In case the total value of the new reservation exceeds the value of the original reservation, the Guest shall pay the difference.

2. No property will be rented to anyone under the age of 21.
3. Leasing of the villa is for the sole purpose of residential housing of the agreed Guests for the specific period and for no other use unless otherwise agreed with the Oak Tree Estate representative / villa manager. The total number of Guests cannot exceed the number identified in this agreement.

4.The provided services included in the lease concern accommodation, cleaning (as described in our price list), maintenance of the villa, care of the gardens and the pool, exclusive concierge. Any other services are upon request and at an additional cost

5. Parties, weddings, receptions, events and other similar functions will require written permission in advance, as well as other requirements and fees deemed necessary. Any kind of catering, Chef and/or cooking services must be arranged in cooperation with the Oak Tree Estate team in order to ensure the safety of the property and its equipment. No additional people beyond the maximum occupancy of the Property are allowed in the Property at any time, unless agreed with the Oak Tree Estate representative / villa manager in writing.
6. Failure to comply with term #2 or #3 or any of the following will/may result to the immediate termination of the leasing agreement, the forfeiture of the whole amount of the stay, excluding the security deposit amount if no damage is present, the forceful vacating of the property & personal contacts of the occupants.
7. Security-Damage Deposit:

Is the sum of money that the guest pays upon arrival, during the check-in process of the villa, to cover the cost of any damage to the property or its contents during the term of the stay. If no property/contents damage applies during your stay, this deposit is fully refundable at the end of the stay and is given back in full at check-out. In case the damages exceed the security deposit amount held, the guest is obliged to settle the extra balance upon check - out. Security-Damage deposit amount is equal to the villa's daily rate.

8. The Oak Tree Estate representative/ villa manager reserves the right to enter the property for inspection at all times with reasonable warning/notice to Guests. Supporting personnel (maid, gardener, pool maintenance people) can enter the property at pre-agreed times (please discuss with the villa manager on your check in).
9. Rental day ends at 11:00 am. ⁃ Guests staying after 11:00 am will be charged a full day rental. Guests staying after 11:00 without additional charge can only be arranged by the Oak Tree Estate villa manager.
10. Properties are expected to be handed over tidy and clean. An extra cleaning fee may be subtracted from the security deposit if the property is left excessively dirty or a mess.
11. It is not allowed to change the setting or decoration of the house (including furniture placement) without the prior consent of Oak Tree Estate team. Inside furnishings stay inside and outside furnishings outside! Rearranging the house can lead to cancellation of the booking and forfeiture of the whole stay and part of security deposit amount.
12. The Guest(s) is/(are) liable for any damage or for the removal /destruction of items on and around the properties, including and not limited to plants, external structures, etc. Guests are expected to respect the whole area of the estate including the villa and its contents. Villa items, including and not limited to linen and/ ornamental things should remain with the villa.
13. Pets are allowed only with prior consent and approval of the Oak Tree Estate representative. Oak Tree Estate reserves the right to cancel the rental agreement if a pet is found on the premises without prior consent.
14. Guests are expected to conserve water & energy. We kindly request to turn off lights, fans, stoves, A/Cs, water heaters, TVs unless needed! Water is extremely scarce in Greek Islands. Use it, do not abuse it.
15. Guests are expected to use common sense and caution not to jeopardize the integrity of the buildings and structures or expose them to fire, explosives, flammable or pressurized liquids (e.g. scuba tanks, oxygen bottles, liquified gas bottles, etc). In case of such damage, guests will be held legally liable for such damages and charges shall be pressed through the Greek Judicial System.
16. Oak Tree Estate cherishes our Guests' safety and will do what is logical and humanly possible to safeguard it. In no case will the Oak Tree Estate be responsible though for accidents or Acts of God that may result to sickness, injury or death of one or more of them during their rental.
17. Oak Tree Estate, assume no responsibility for accidents, injury, death or loss, including consequential damages from the rental and use of its properties. By sending in your booking deposit or the signed copy of this document, you accept this Agreement to fully legally waive any future claim against the Oak Tree Estate in case any such event occurs.
18. Swimming Pool: special clause for the villa and the swimming pool, private or common used with caution for leisure and only. Guests assume full responsibility for the use in or around swimming pool. In case of accident, injury or death, by signing this Agreement, the Guests waive any future claim against Oak Tree Estate. PLEASE NEVER LEAVE CHILDREN UNATTENDED PLAYING AROUND OR INSIDE THE SWIMMING POOL.
19. Security and valuables: You are fully responsible for any valuables left at the property. Our company shall not be responsible for any potential loss. If provided, burglar/safety alarms should be activated, safety boxes used and suitable care be taken against theft and burglary. You should make sure to have all doors, panes and windows closed and locked when leaving the accommodation. In the event of any theft or damage occurring through negligence of yours, the Villa Manager reserves the right to ask compensation from you. In case you vacate the property owing to a burglary, no refund shall be given, unless proven evidence exists of the Owner (Oak Tree Estate) failure to familiarize you of the anti-burglary systems in the accommodation. During your stay an external CCTV is on operation, covering the main gate & the driveway, the gardens, the extensive terrace and its pool, the BBQ area and the main entrance of the villa in order to ensure that any breach is avoided.
20. Oak Tree Estate is fully compliant with GDPR act; Pictures and videos recorded during your stay for your safety - via the CCTV outdoors - are deleted 7 days after your departure.
21. We strongly advise you to have a medical plan that will cover any medical expenses in Greece. In case of sickness or injury, we will do our best to have the patient reach professional medical assistance, the soonest possible. If you or a member of your family has any serious chronic condition, including severe allergies, you are obliged to inform us in advance. Bring ample supplies of the medications you normally need or take as it may be difficult to find on location. If you are allergic to bees or wasps common in Greece during the summer, please inform us and bring antidotes.
22. The Oak Tree Estate reserves the right to end immediately the leasing agreement and choose to reimburse or not, in case where property management has evidence or receives complaints for impeachment of Greek Law.
23. The Oak Tree Estate reserves the right to cancel and refund in full any reservation due to unforeseen weather conditions, Acts of God, property damage or other forms of forced property unavailability and or/to move/change guests to other accommodation -if available- in the area, with Guests' prior consent.
24. In case of a cancellation due to external factors (Acts of God, Force Majeure), in no circumstance will the Oak Tree Estate be responsible for consequential damages of such a cancellation (ticket loss, extra charges, etc) and no such claim(s) will be honored.
25. By accepting this leasing agreement the Guests hereby affirm that they will legally enter Greece for vacation reasons only and have the legal documents to prove it upon request of the Authorities. In the opposite case, the Rental Agreement is cancelled immediately and payment is forfeited in full.
26. Complaints:

Should the property not meet your requirements for whatever reason, you must first contact the Villa Manager on the day of your arrival who will then attempt to resolve the problem. Complaints received at the end of the tenancy will not be accepted. If you vacate the property before the departure date without notifying the Villa Manager, you will not necessarily be entitled to a refund. If the problem was not resolved to your reasonable satisfaction during your stay, you should put your comments in writing within 7 days of your return. Oak Tree Estate will assist in reaching a satisfactory settlement for all justifiable complaints regarding the property you may have. Oak Tree Estate cannot be held responsible for noise or disturbance originating beyond the boundaries of the property or which is beyond the owner's control. If a source of reasonably obvious noise has been in existence prior to your arrival and we are informed of this, we will contact you to inform you of the disturbance.

Oak Tree Estate cannot be held responsible neither for unexpected breakdown of mechanical equipment in his property (pumps, boilers, swimming pool filtration system, A/C units, etc.), nor for the failure of public utility providers for water and electricity (power-cuts). Oak Tree Estate is only responsible to repair or replace the faulty equipment related to his property, as soon as possible, when the damages occurred during normal use from the guests.

27. Jurisdiction: In the event of any dispute, the parties agree that any such disputes shall be settled by Greek Law.
28. Changes and cancellation by us:

Occasionally, we have to make changes and correct errors on the website before and after bookings have been confirmed. Rarely, we may also need to cancel confirmed bookings. Whilst we always endeavor to avoid changes and cancellations, we must reserve the right to do so.

Most changes are minor. Occasionally, we have to make a "significant change". Reasons that will lead us to make a "significant change" are related with major issues arose to the villa, e.g. the withdrawal or non-availability of a major facility at the villa such as the swimming pool, A/C system or hot water throughout the property, etc.

Any change which is not significant will be treated as a minor change.

If we have to make a significant change or cancel, we will tell you as soon as possible. If there is time to do so before departure, we will offer you the choice of the following options:

1. (for significant changes) accepting the changed arrangements or
2. booking for different dates (subject to availability) or
3. Cancelling or accepting the cancellation in which case you will receive a full and quick refund of the amount of money you have paid to us.

Please note, the above options are not available where any change made is a minor one.

29. Force Majeure

Except where otherwise expressly stated in these Booking Terms & Conditions, we regret we cannot accept liability or pay any compensation/refund where the performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage, loss or expense as a result of "force majeure" events. In case "force majeure" events occur, Oak Tree Estate is not liable to compensate/refund outstanding reservations and lies in its discretion to offer to the Guests options to reschedule without fees, cash refunds or travel vouchers.

In these Booking Terms & Conditions, "force majeure" means any event or circumstances which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events are likely to include (whether actual or threatened) war, terrorist activity, riot, civil strife, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, volcanic eruptions, flood, closure, epidemic, pandemic, restriction or congestion of airports or airspace and all similar events or circumstances outside our (oak Tree Estate) control or the control of the supplier concerned.