Terms & conditions

Effective Date: 01/12/2025
Last Updated: 01/12/2025

1. Introduction

Welcome to Villa Alpaca. These Terms and Conditions (“Terms”) govern your booking and stay at our luxury rental apartments located at Opposite IPMC Institution, North Legon, Accra, Ghana.

By making a reservation, accessing our website (https://villaalpaca.com), or using our services, you agree to be bound by these Terms. Please read them carefully before making a booking. If you do not agree with these Terms, you should not proceed with your reservation.

These Terms constitute a legally binding agreement between you (“Guest,” “you,” or “your”) and Villa Alpaca (“we,” “us,” or “our”).

2. Definitions

• “Property” refers to Villa Alpaca luxury rental apartments at Opposite IPMC Institution, North Legon, Accra, Ghana
• “Guest” refers to the person making the booking and all persons occupying the apartment
• “Booking” refers to your reservation of an apartment at Villa Alpaca
• “Booking Confirmation” refers to the written confirmation sent to you upon successful reservation
• “Check-in Time” refers to 2:00 PM (14:00 hours) Ghana Time
• “Check-out Time” refers to 12:00 PM (12:00 hours) Ghana Time
• “Rental Period” refers to the duration of your stay from check-in to check-out

3. Booking and Reservations

3.1 Making a Booking

• Bookings can be made through our website, email (info@villaalpaca.com), phone (+233 244 247 241 / +233 54 410 2071), or authorized third-party platforms
• All bookings are subject to availability
• You must be at least 18 years old to make a booking
• You must provide accurate and complete information during the booking process

3.2 Booking Confirmation

• Your booking is confirmed only after we send you a written Booking Confirmation via email
• The Booking Confirmation will include: guest name, apartment type, check-in and check-out dates, number of guests, total amount, and payment terms
• Please review your Booking Confirmation carefully and notify us immediately of any errors

3.3 Minimum Stay Requirements

• Minimum stay requirements may vary depending on season and availability
• Short-term stays: Minimum 1-2 nights (subject to availability)
• Long-term stays: Negotiable rates available for stays of 30 days or more

3.4 Maximum Occupancy

• Each 2-bedroom apartment has a maximum occupancy limit specified at the time of booking
• Exceeding the maximum occupancy without prior approval may result in additional charges or termination of your stay without refund
• All guests must be registered at check-in

4. Rates and Payment

4.1 Pricing

• All rates are quoted in Ghana Cedis (GHS) or US Dollars (USD) as specified
• Rates are subject to change without notice until booking is confirmed
• Rates may vary based on season, length of stay, and demand
• Special rates for long-term stays are available upon request

4.2 Payment Terms

• Short-term Bookings: Full payment is required at the time of booking or as specified in your Booking Confirmation
• Long-term Bookings: Payment terms will be specified in your rental agreement (typically first month + security deposit)
• Accepted payment methods include: bank transfer, mobile money, credit/debit cards, and cash (Ghana Cedis or USD)

4.3 Additional Charges

• Late check-out fees (if not pre-arranged)
• Extra guest fees (if exceeding initial booking)
• Smoking fees (if smoking occurs in non-smoking areas)
• Pet fees (if applicable and pre-approved)
• Utility overages for long-term stays (if applicable)
• Damage or loss of property
• Replacement of lost keys or access cards

4.4 Taxes

• All rates are inclusive of applicable Ghanaian taxes unless otherwise stated
• We will provide proper receipts and invoices as required by Ghanaian tax law

5. Cancellation and Refund Policy

5.1 Guest Cancellation

Standard Cancellation Policy:

• Cancellation 30+ days before check-in: Full refund minus 10% administrative fee
• Cancellation 15-29 days before check-in: 50% refund
• Cancellation 7-14 days before check-in: 25% refund
• Cancellation less than 7 days before check-in: No refund
• No-show: No refund

Long-term Bookings (30+ days):

• Cancellation terms will be specified in your rental agreement
• Typically require 30-60 days written notice

5.2 Modification of Bookings

• Requests to modify dates are subject to availability and may incur fees
• Changes must be requested in writing to info@villaalpaca.com
• Date changes within 7 days of check-in may be treated as a cancellation

5.3 Villa Alpaca Cancellation

• We reserve the right to cancel your booking due to: force majeure, property damage, safety concerns, or other circumstances beyond our control
• In such cases, we will provide a full refund or offer alternative accommodation of similar standard
• We are not liable for any additional costs you may incur (flights, car rentals, etc.)

5.4 Early Departure

• No refunds will be provided for early departure or unused nights
• For long-term rentals, early termination terms will be specified in your rental agreement

6. Check-in and Check-out

6.1 Check-in

• Standard check-in time: 2:00 PM (14:00 hours)
• Early check-in may be available upon request (subject to availability and additional fees)
• Valid government-issued photo identification (passport, Ghana Card, or driver’s license) is required for all guests
• You will receive check-in instructions via email prior to arrival
• Late arrivals must be communicated in advance

6.2 Check-out

• Standard check-out time: 12:00 PM (12:00 hours)
• Late check-out may be available upon request (subject to availability and additional fees)
• Keys/access cards must be returned at check-out
• The apartment must be left in reasonable condition

6.3 Late Check-out Fees

• Check-out between 12:00 PM – 3:00 PM: 25% of nightly rate
• Check-out between 3:00 PM – 6:00 PM: 50% of nightly rate
• Check-out after 6:00 PM: Full nightly rate

7. Guest Responsibilities and Conduct

7.1 General Responsibilities

• Treat the property, furnishings, and equipment with care and respect
• Keep the apartment clean and in good condition
• Report any damages, defects, or maintenance issues immediately
• Comply with all laws and regulations of Ghana
• Respect other guests and neighbors
• Keep noise levels reasonable, especially between 10:00 PM – 7:00 AM

7.2 Prohibited Activities

The following activities are strictly prohibited and may result in immediate termination of your stay without refund:

• Illegal activities of any kind
• Smoking inside the apartment (designated outdoor smoking areas available)
• Parties or events without prior written approval
• Excessive noise or disruptive behavior
• Subletting or assigning your booking to others
• Exceeding maximum occupancy
• Bringing unauthorized guests
• Pets (unless pre-approved in writing)
• Tampering with smoke detectors, fire safety equipment, or security systems
• Using the apartment for commercial purposes without permission
• Prostitution or any illegal sexual activities

7.3 Security and Access

• You are responsible for the security of the apartment during your stay
• Keep doors and windows locked when leaving
• Do not provide access to unauthorized persons
• Report any security concerns immediately to our 24/7 security team
• Lost keys/access cards will incur a replacement fee

7.4 Guests and Visitors

• All overnight guests must be registered at check-in
• Day visitors must be approved and may be subject to security screening
• You are responsible for the conduct of all your guests and visitors

8. Property and Amenities

8.1 Apartment Features

Each apartment includes:

• 2 bedrooms with comfortable furnishings
• Fully equipped kitchen
• Living and dining areas
• Private bathroom(s)
• Air conditioning
• Wi-Fi internet access
• TV with cable/satellite channels
• Linens and towels
• Basic kitchen supplies and toiletries

8.2 Shared Facilities

• Swimming pool (with operating hours and rules posted on-site)
• Parking facilities (subject to availability)
• 24/7 security

8.3 Utilities and Services

• Electricity, water, and Wi-Fi are included in short-term bookings
• For long-term bookings, utility arrangements will be specified in your rental agreement
• Housekeeping services: [Specify frequency – e.g., weekly for long-term, upon request for short-term]
• Maintenance requests should be reported promptly to management

8.4 Use of Amenities

• Pool use is at your own risk; children must be supervised
• Follow all posted rules and safety guidelines for shared facilities
• We reserve the right to restrict access to amenities for maintenance or safety reasons

9. Maintenance and Repairs

9.1 Reporting Issues

• Report any maintenance issues, damages, or defects immediately via phone or email
• We will make reasonable efforts to address issues promptly during business hours
• Emergency repairs will be attended to 24/7

9.2 Access for Repairs

• We reserve the right to enter the apartment for repairs, maintenance, or inspections with reasonable notice (except in emergencies)
• We will make reasonable efforts to minimize disruption

9.3 No Liability for Interruptions

• We are not liable for temporary interruptions to utilities, Wi-Fi, or amenities due to maintenance, repairs, or circumstances beyond our control
• No refunds or compensation will be provided for such temporary interruptions

10. Damages and Liability

10.1 Guest Liability

• You are responsible for any damage, loss, or breakage caused by you or your guests during your stay
• Costs for repairs or replacement will be deducted from your security deposit
• If damages exceed the security deposit, you agree to pay the additional amount within 14 days

10.2 Inventory Check

• An inventory of apartment contents will be provided or conducted at check-in
• Please report any discrepancies immediately
• You are responsible for all items listed in the inventory

10.3 Normal Wear and Tear

• You will not be charged for normal wear and tear
• Excessive wear, stains, or damage beyond normal use will incur charges

10.4 Our Liability

• We are not liable for loss, theft, or damage to your personal belongings
• We are not liable for personal injury unless caused by our negligence
• We are not liable for interruptions to services due to circumstances beyond our control
• Our total liability is limited to the amount paid for your booking
• We maintain insurance as required by Ghanaian law

10.5 Guest Insurance

• We strongly recommend that guests obtain travel insurance covering cancellation, personal belongings, and liability
• We are not responsible for costs arising from cancellation due to illness, travel disruptions, or other personal circumstances

11. Force Majeure

We shall not be liable for any failure or delay in performing our obligations due to circumstances beyond our reasonable control, including but not limited to:

• Natural disasters (earthquakes, floods, fires)
• Government actions, civil unrest, or war
• Pandemics or public health emergencies
• Power outages or utility failures
• Labor disputes or strikes
• Acts of terrorism

In such events, we will make reasonable efforts to minimize disruption and may offer alternative arrangements or refunds at our discretion.

12. Privacy and Data Protection

• Your personal information will be collected, used, and protected in accordance with our Privacy Policy
• By making a booking, you consent to our collection and use of your personal information as described in our Privacy Policy
• We comply with Ghana’s Data Protection Act, 2012 (Act 843)
• For more information, please review our Privacy Policy at https://villaalpaca.com/privacy-policy/

13. Intellectual Property

• All content on our website, including text, images, logos, and graphics, is the property of Villa Alpaca or our licensors
• You may not reproduce, distribute, or use any content without our written permission
• Guest reviews and photos submitted to us may be used for marketing purposes unless you request otherwise

14. Third-Party Bookings

• If you book through a third-party platform (Airbnb, Booking.com, etc.), the terms of that platform also apply
• In case of conflict, these Terms take precedence for matters related to your stay at the property
• Payment and cancellation policies of the third-party platform may differ

15. Governing Law and Dispute Resolution

15.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of Ghana.

15.2 Jurisdiction

Any disputes arising from these Terms or your stay shall be subject to the exclusive jurisdiction of the courts of Ghana.

15.3 Dispute Resolution

• We encourage guests to contact us directly to resolve any concerns or complaints
• We will make reasonable efforts to resolve disputes amicably
• If resolution cannot be reached, disputes may be referred to mediation or arbitration before court proceedings

16. Changes to Terms and Conditions

We reserve the right to modify these Terms at any time. Changes will be effective immediately upon posting on our website with a revised “Last Updated” date. Your continued use of our services after changes are posted constitutes acceptance of the modified Terms.

17. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

18. Entire Agreement

These Terms, together with our Privacy Policy and your Booking Confirmation, constitute the entire agreement between you and Villa Alpaca regarding your stay.

19. Contact Information

For questions about these Terms and Conditions or any aspect of your booking, please contact us:

Villa Alpaca
Address: Opposite IPMC Institution, North Legon, Accra, Ghana
Email: info@villaalpaca.com
Phone: +233 244 247 241 / +233 54 410 2071
Website: https://villaalpaca.com

For Complaints or Disputes:
Please contact us first at the above contact details. We are committed to resolving any issues promptly and fairly.

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By making a booking with Villa Alpaca, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

Thank you for choosing Villa Alpaca. We look forward to hosting you!