Host Terms and Conditions

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1. Introduction

Thank you for partnering with Empire Signature Stays Ltd.

These Host Terms and Conditions govern the relationship between Empire Signature Stays Ltd ("the Company", "we", "us", "our") and accommodation providers ("Hosts", "you", "your").

The Company operates a marketing, booking introduction and accommodation sourcing service connecting Hosts with businesses, contractors, workforce accommodation users and other clients seeking short and long-term accommodation.

By listing a property with the Company, the Host agrees to be bound by these Terms and Conditions.

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2. Our Services

The Company provides:

• Marketing of Host properties;

• Lead generation and booking introductions;

• Listing management and advertising;

• Communication support between Hosts and Clients;

• Administrative assistance, including payment follow-up and payment chasing where required.

The Company does not:

• Own or manage Host properties;

• Act as landlord or accommodation provider;

• Guarantee occupancy levels or booking volumes;

• Guarantee payment by any Client.

 

3. Host Eligibility

Hosts must:

• Be at least 18 years of age;

• Have legal authority to offer the accommodation;

• Hold all necessary licences, permissions and consents;

• Comply with all applicable laws and regulations;

• Maintain accurate contact details with the Company.

The Company reserves the right to refuse, suspend or remove any Host listing at its discretion.

 

4. Property Standards

Hosts agree that all listed accommodation shall:

• Be clean, safe and fit for occupation;

• Comply with all fire, health and safety requirements;

• Be maintained to a professional standard;

• Match the description, photographs and information provided to the Company;

• Remain available for the dates confirmed with Clients;

• Include a professional clean at least once every fourteen (14) days for stays exceeding twenty-eight (28) consecutive nights, unless alternative cleaning arrangements have been agreed in writing.

Hosts shall promptly notify the Company of any issue that may affect a booking.

 

5. Property Listings and Marketing

5.1 Marketing Rights

By listing a property, the Host grants the Company permission to:

• Advertise the property on its website;

• Use photographs, descriptions and property information;

• Promote the property through marketing campaigns, social media, partner websites and advertising platforms.

Marketing services are included as part of the Company's offering.

Hosts may opt out of marketing activities by providing written notice to the Company.

The Company shall not be liable for any reduction in enquiries, bookings or visibility resulting from a Host's decision to opt out of marketing services.

 

5.2 Non-Exclusive Arrangement

The Host is free to advertise and market the Property through other websites, agencies and booking platforms.

Nothing within these Terms creates an exclusive arrangement between the Host and the Company.

Commission shall only be payable on Clients introduced by the Company.

 

6. Booking Introductions

The Company may introduce prospective Clients to Hosts.

Accommodation agreements are entered into directly between the Host and the Client.

The Host remains solely responsible for:

• Accepting or declining booking enquiries;

• Providing accommodation;

• Managing guest stays;

• Collecting payment;

• Handling refunds and disputes.

The Company acts solely as an intermediary and introduction service.

 

6.1 Pricing and Booking Offers

Hosts retain full control over the pricing of their accommodation.

For each booking enquiry received through the Company, the Host may submit an offer based on their own rates, availability and booking requirements.

The Company may present booking opportunities to Hosts but does not set accommodation rates or require Hosts to accept any particular pricing structure.

The Host remains solely responsible for:

• Determining accommodation rates;

• Accepting or declining booking enquiries;

• Specifying any additional charges or requirements;

• Confirming pricing directly in response to booking enquiries.

 

7. Payment Terms and Booking Confirmation

7.1 Payment Arrangements

• All accommodation payments shall be made directly by the Client to the Host.

• The Host shall provide payment details and invoices directly to the Client where required.

• The Company may assist with payment reminders and payment chasing on behalf of the Host.

 

7.2 Booking Confirmation

• A booking shall only be considered confirmed once the Host has received the agreed payment from the Client.

• Until payment has been received, neither the Host nor the Company shall be obliged to provide accommodation.

• Hosts are not required to release keys, grant access or permit occupation until payment has been received.

 

7.3 Non-Payment by Clients

Where payment is not received:

• The booking may be cancelled without liability;

• The accommodation may be released for alternative bookings;

• No accommodation shall be provided until payment has been received in cleared funds.

 

8. Commission

8.1 Commission Entitlement

A commission fee of ten percent (10%) of the total accommodation revenue received by the Host from a Client introduced by the Company shall be payable to the Company.

Commission shall become payable where:

• The Client was introduced by the Company;

• The booking proceeds;

• The Host receives payment from the Client.

 

8.2 Invoicing

• The Company shall issue a commission invoice to the Host for 10% of the accommodation revenue received from the Client.

• Hosts agree to notify the Company within five (5) business days of receiving any payment, instalment, extension payment, renewal payment or repeat booking payment from a Client introduced by the Company.

• Commission invoices shall be payable within fourteen (14) days of the invoice date unless otherwise agreed in writing.

• The Host shall keep accurate booking, invoice and payment records relating to Clients introduced by the Company for a minimum period of six (6) years and shall make such records available upon reasonable request for the purpose of verifying commission payments.

 

8.3 No Payment, No Commission

No commission shall be payable where:

• A booking is cancelled before payment is received;

• The Client fails to pay;

• The booking does not proceed.

 

8.4 Verification of Payments

To ensure accurate commission calculations, the Company reserves the right to request reasonable evidence of payments received from Clients introduced by the Company.

Such evidence may include:

• Booking confirmations;

• Client invoices;

• Remittance advice;

• Bank payment confirmations;

• Payment receipts; or

• Other documents reasonably required to verify booking revenue.

Hosts agree to provide such information within fourteen (14) days of a reasonable request by the Company.

Failure to provide payment verification may result in suspension of property listings and booking enquiries until satisfactory information is provided.

 

8.5 Late Payment and Debt Recovery

Commission invoices must be paid by the due date stated on the invoice.

Where any commission invoice remains unpaid after the due date, the Company reserves the right to:

• Charge interest on the outstanding amount at a rate of eight percent (8%) per annum above the Bank of England base rate, accruing daily until payment is made in full;

• Suspend property listings and booking enquiries;

• Recover any reasonable costs incurred in collecting the debt, including administrative costs, debt collection fees, tracing fees, legal costs and court fees;

• Commence legal proceedings to recover outstanding sums;

• Offset any outstanding commission against sums otherwise payable to the Host where permitted by law.

The Host shall remain liable for all outstanding commission, interest and recovery costs until paid in full.

 

9. Repeat Bookings, Extensions and Renewals

Where a Client introduced by the Company:

• Extends an existing booking;

• Renews an accommodation arrangement;

• Books additional accommodation with the Host;

• Moves to another property owned, operated or managed by the Host;

• Makes any future booking with the Host; or

• Introduces another individual, business or organisation that subsequently books accommodation with the Host,

the Company's commission shall remain payable on all revenue generated from such bookings.

For the avoidance of doubt, the Host acknowledges that any Client introduced by the Company shall remain a commissionable Client for as long as accommodation bookings continue to arise from that introduction.

The Host's obligation to pay commission shall apply regardless of whether:

• The booking is arranged directly between the Host and the Client;

• The Company is involved in subsequent communications;

• The Client changes booking requirements;

• The Client moves to another property owned, operated or managed by the Host; or

• The booking occurs after the Host has unsubscribed from the Company's services.

The Host agrees not to enter into any arrangement designed to avoid or reduce commission payments owed to the Company in relation to Clients introduced by the Company.

 

10. Monthly Payment Arrangements

For extended stays:

• Clients may pay in monthly instalments directly to the Host;

• The Company's 10% commission shall become payable as each instalment is received by the Host;

• Hosts shall promptly notify the Company upon receipt of payments.

 

11. Cancellation Policy

Unless otherwise agreed by the Host:

• Clients may cancel a confirmed booking by providing at least fourteen (14) days' written notice before arrival;

• Clients occupying a property may cancel during their stay by providing at least fourteen (14) days' written notice, subject to the Host's agreement;

• Cancellations made with less than fourteen (14) days' notice may be subject to charges determined by the Host;

• Hosts may adopt alternative cancellation policies provided these are disclosed before booking confirmation.

 

12. Insurance

Hosts must maintain:

• Public liability insurance;

• Appropriate building insurance where applicable;

• Contents insurance where applicable.

Evidence of insurance may be requested by the Company at any time.

 

13. Complaints and Disputes

Hosts shall:

• Cooperate with reasonable investigations into Client complaints;

• Respond promptly to requests for information;

• Take reasonable steps to resolve accommodation issues.

 

14. Limitation of Liability

The Company shall not be liable for:

• Damage caused by guests;

• Loss of profits, revenue or business;

• Indirect or consequential losses;

• Acts or omissions of Hosts or Clients.

 

15. Indemnity

Hosts agree to indemnify and hold harmless Empire Signature Stays Ltd against any claims, losses, damages, costs or liabilities arising from:

• The Host's accommodation;

• Breach of these Terms;

• Negligence or misconduct by the Host;

• Non-compliance with applicable laws.

 

16. Unsubscribing and Delisting

Hosts may unsubscribe from the Company's services at any time by providing written notice.

Upon unsubscribing:

• The Host's property listings may be removed from the Company's website and marketing channels;

• The Host shall cease receiving booking enquiry notifications from the Company;

• No new booking introductions will be provided by the Company.

Unsubscribing shall not affect:

• Any confirmed bookings;

• Any ongoing Client stays;

• Any booking extensions, renewals or repeat bookings arising from Clients originally introduced by the Company;

• Any outstanding commission payments owed to the Company.

The Company's entitlement to commission under Sections 8 and 9 shall survive unsubscribing and remain payable in respect of all Clients originally introduced by the Company, regardless of when future bookings, extensions or renewals occur.

The Company reserves the right to suspend or remove any Host listing immediately where:

• Commission remains unpaid;

• False or misleading information has been provided;

• Property standards are not maintained; or

• The Host breaches these Terms and Conditions.

 

17. Data Protection

The Company and the Host shall comply with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Client information provided by the Company shall be used solely for the purposes of managing enquiries, bookings and accommodation arrangements.

Hosts shall not sell, share, disclose or use Client information for any purpose unrelated to the accommodation booking without the Client's consent or as otherwise permitted by law.

The Company may share relevant Client information with Hosts where reasonably necessary to facilitate accommodation enquiries and bookings.

 

18. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.

Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.