a) What these terms cover: These are the terms on which we supply services to you.
b) Why you should read them: We strongly encourage you to read these terms thoroughly before submitting your booking form. These terms outline our identity, the manner in which we will deliver our services to you, the processes for modifying or terminating the contract, the steps to take in the event of any issues, and other critical information. Should you require any modifications to these terms, please do not hesitate to contact us for discussion.
a) Who we are: The squa.re Ltd./a Thesqua.re, a company registered in England and Wales. Our company registration number is 06687220 and our registered office is at Unit 3 Barrel Yard, Vinery Way, Hammersmith, W6 0LQ. Our registered VAT number is 109255424 (hereinafter referred to as “Company”).
b) How to contact us. You can contact us by telephoning our reservations team on +44 (0)203 701 3010 or by writing to us at [email protected] and Thesqua.re Ltd, Unit 3 Barrel Yard, Vinery Way, Hammersmith, W6 0LQ.
c) How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking form.
d) "Writing" includes emails. When we use the words "writing" or "written" in these terms, this includes emails.
We act as an introductory agent for short to medium stay serviced apartments operated by our partners (“Apartment Providers”). If you are booking an apartment operated by one of our Apartment Providers, we will make the booking for you but your separate contract will be with the Apartment Providers.
a) Agency Terms: These Terms and Conditions outline the relationship between you and us concerning the services we provide for your stay in serviced accommodation.
b) Agreement: The contract formed between us and you, which includes these Terms and Conditions and any accompanying documents or schedules.
c) You/Your: Refers to any individual or entity making a booking for serviced accommodation, including all persons named on the booking and any guests using the accommodation.
d) Booking: A confirmed reservation for the serviced accommodation made by us on your behalf and under your instruction.
e) Booking Confirmation: This is the confirmation we send you to verify that your booking has been successfully made with the Apartment Providers.
f) Booking Contract: The contract between you and the relevant Apartment Provider for the provision of serviced accommodation in accordance with the Booking.
g) Booking Services: Our travel management services in sourcing, booking, and arranging the serviced accommodation on your behalf.
h) Charges: The total sums payable by you for the serviced accommodation as per the Booking.
i) Extras: Additional services provided to you during your stay by the Apartment Providers or their associates, including but not limited to mini-bar, meeting room hire, gym usage, Wi-Fi, room service, and meals.
j) Apartment Providers: The third-party suppliers of serviced accommodation or other ancillary services with whom you enter into a direct contract in relation to each Booking.
k) Start Date: The check-in date for the serviced accommodation as confirmed in the Booking.
l) End Date: The check-out date for the serviced accommodation as confirmed in the Booking.
m) Intermediary: A business or organization acting on behalf of clients to assist those clients in booking travel arrangements in connection with their trade, business, craft, or profession.
n) Service Fee(s): The fees payable by you to us for the provision of the Booking Services, as set out in the Agreement or these Terms and conditions.
o) Force Majeure: Events beyond our control that prevent or hinder the performance of our obligations under the Agreement, including but not limited to natural disasters, acts of government, war, epidemic and terrorism.
p) Confidential Information: Any proprietary or confidential information disclosed by one party to the other, which is not publicly available.
We do not guarantee that the website provides an accurate or complete description of any of our apartments or those of our Apartment Providers. Any images or descriptions are intended for general illustrative purposes only. Actual fixtures, fittings, layouts, or sizes may differ. We reserve the right to amend the website at any time. Prices displayed may change, but will be confirmed prior to booking. The Company has exercised reasonable care to ensure that all information on the thesqua.re website is accurate and up-to-date, provided in good faith. However, we accept no responsibility for any information provided by our Apartment Providers or the content of any linked websites. All prices quoted in these terms or on our website are exclusive of other taxes.
We are dedicated to providing our services with reasonable care and skill, adhering to commonly accepted industry practices and standards, and ensuring compliance with all applicable laws and regulations in effect at the time of service delivery.
a) Making a Booking: To initiate a booking with the Company, you can contact us through our website to explore available serviced apartments, check pricing, and view amenities; call our customer service team at +44 (0)203 701 3010 for personalized assistance; or send a detailed booking request to [email protected]. When making a booking request, please provide the following information to facilitate the process: i. Check-in and Check-out Dates: Specify the dates you wish to stay. ii. Number of Guests: Indicate the total number of guests. iii. Apartment Preferences: Mention any specific preferences, such as the type of apartment, number of bedrooms, or required amenities. iv. Special Requests: Include any special requirements, such as accessibility needs or additional services (e.g., housekeeping, airport transfers).
b) Availability Check: After receiving your request, our team will quickly verify if the requested serviced accommodation is available through our Apartment Providers. Please note: i. Subject to Availability: All bookings are subject to the availability of the requested apartments. ii. Alternative Options: If the desired accommodation is unavailable, we will propose suitable alternatives that meet your requirements.
c) Booking Confirmation: Upon confirming availability, we will proceed with the following steps: i. Booking Request Submission: We will submit a booking request to the relevant Apartment Provider on your behalf. ii. Booking Confirmation Issuance: If the Apartment Provider accepts the booking request, we will issue a Booking Confirmation. This confirmation includes: a. Guest Name b. Reference Number c. Apartment Name, Address and type d. Number of Guest e. Number of nights f. Check in and Check out dates g. Cancellation Policy h. Charges and applicable taxes
d) Review of Booking Confirmation: Once you receive the Booking Confirmation, it is essential to:
e) Appointment of Square Serviced Apartments: By making a booking, you appoint us (The Square Serviced Apartment) to act as your agent to confirm bookings in your name.
f) Authorization for Credit Reference Checks: By completing our Booking Confirmation, you authorize us to contact credit reference agencies and conduct inquiries regarding your financial and moral standing. The information you provide may be verified against databases maintained by these agencies. This process will not impact your ability to obtain credit or other services. Furthermore, by submitting the Booking Confirmation, you acknowledge that your contract is with The Squa.re or the relevant Apartment Provider.
g) Booking Reference Number: Upon acceptance of your booking, we will assign a reference number, which will be communicated to you. Please reference this number in any future correspondence regarding your booking to facilitate our assistance.
h) Post-Booking Assistance: After you have made a booking, our team remains available to assist you with: i. Pre-Arrival Queries: Any questions regarding your stay, amenities, or local attractions. ii. Changes or Cancellations: If you need to amend or cancel your booking, please refer to our cancellation policy and contact us as soon as possible.
i) Nature of the Booking: Any booking form submitted by you shall be deemed an offer to obtain a bare license for the relevant apartment ("Property") in accordance with these terms or the terms of the applicable Apartment Provider. All Properties are intended solely for serviced temporary accommodation for you and your guests. Neither you nor your guests shall acquire any tenancy rights, including assured shorthold or assured tenancies. No landlord-tenant relationship is established, and no statutory security of tenure exists during or after the period of occupation. Should you or any of your guests fail to vacate the Property at the end of the agreed period, you will incur charges for each additional day or part thereof that you remain in the Property. Only you and the named guests are permitted to use the Property. You and your guests, who must be named in the Booking Confirmation and Booking Contract in advance, shall be bound by these terms or those of the Apartment Providers at the confirmation of the Booking.
a) Role of the Company: We act solely as an introductory agent for our Apartment Providers. Your contract for a booking at a property operated by the Apartment Provider will therefore be between you and the Apartment Provider, and different terms and conditions may apply. These, along with the details of the Apartment Provider with whom you are contracting, will be provided to you before any booking is made. By continuing to make a booking with an Apartment Provider through this site, you confirm that you have received all applicable terms and conditions. We act solely as a platform through this website for you to make bookings for properties advertised by our Apartment Providers, who have authorized us to act as their agent to take bookings for their services in accordance with their terms.
b) Binding Contract: When a confirmation of your booking is issued, you will be entering into a legally binding contract i.e. Booking Contract for the provision of services directly with the applicable Apartment Provider. We are not a party to the contract between you and the Apartment Provider and accept no liability for the acts or failures to act by any Apartment Provider connected with your booking.
c) Limitation of Liability: Other than our administrative and booking obligations specified in these terms, we shall not be liable to you or your guests for any amounts in relation to any acts or omissions or any damage or issue arising pursuant to your Booking Contract with the relevant Apartment Provider. We accept no liability for death, personal injury, loss, or damage of any kind to you or your guests, unless caused by our own negligence.
a) Our Rights to Make Changes: We reserve the right to make minor changes to the services to comply with relevant laws and regulatory requirements or to implement technical improvements, such as addressing security threats, without materially affecting your use of the services.
b) Significant Changes to the Services and Terms: We may also make more significant changes to these terms or the Services. In such cases, we will notify you of the changes, and you will have the option to contact us to terminate the contract before the changes take effect. You will receive a refund for any Services paid for but not received.
c) While we do not anticipate altering a booking, unforeseen circumstances may occasionally prevent us from proceeding with the initially booked Property. In such instances, we will notify you in writing and offer an alternative Property from our portfolio, if available, or assist you with options from an Apartment Provider. Alternatively, we will provide a full refund as a final settlement.
a) Invoicing: We will issue invoices for each booking, detailing the services rendered, total amount due, and any applicable taxes or fees.
b) Late Payments: Payments made after check-in may incur interest at a rate of 12% per annum. Failure to make timely payments may result in the cancellation of the booking or additional charges.
c) Payment Options: Payments for bookings can be made using the following methods:
d) Confirmation of Payment: Upon confirming your reservation, you will receive an email with the booking confirmation, which includes the Guest Name, Reference Number, Apartment Name, Address and Type, Number of Guests, Number of Nights, Check-in and Check-out Dates and Times, Cancellation Policy, and Charges along with applicable taxes.
e) Payment Obligations: By confirming the reservation, you agree to:
f) Non-Payment: In the event of non-payment, insufficient funds, or cancellation of the booking by you, any charges applicable under the cancellation policy shall be your responsibility.
g) Security Deposit: We may require a security deposit to secure your reservation, which will cover any additional charges incurred during your stay and any damage or loss to the apartment. This deposit may be requested at any time before or upon arrival, and by agreeing to these terms, you commit to providing the security deposit as requested.
We may withhold the security deposit under the following conditions:
a. Damage to the Apartment or Its Contents Beyond Normal Wear and Tear. Guests are encouraged to report any pre-existing damage upon check-in to avoid disputes regarding the condition of the apartment.
b. Loss of Items Belonging to the Apartment including but not limited to Linens, towels, and kitchenware, Furniture & decorative items and Keys or access cards.
c. Any unpaid charges incurred during your stay, which include, but are not limited to, charges for additional services such as room service, laundry, or cleaning; utility charges that exceed the fair usage policy; and any fees for damages or losses as previously outlined.
d. Any violation of the terms and conditions outlined in this agreement, including but not limited to unauthorized guests staying in the apartment, engaging in illegal activities on the premises, causing disturbances or complaints from neighbors, and failing to adhere to the pet policy if applicable.
a) Cancellation Requests: You may request to cancel or amend your reservations under the following conditions: i. Written Notification: All cancellation or amendment requests must be submitted in writing via email to [email protected]. Requests made via telephone or in person will not be considered valid. You are responsible for informing us of any changes or cancellations as soon as possible. Requests received outside of normal business hours will be processed on the next working day. ii. Notice Period: You must provide us a minimum notice period for cancellations, which will be clearly stated in your Booking Confirmation. The notice period will vary depending on the Apartment Provider's cancellation policy, which will be clearly outlined in your Booking Confirmation. Failure to provide adequate notice may result in the forfeiture of any security deposits paid and may incur cancellation charges. iii. No-show Policy: If you fail to check-in on the Start Date without prior notification, the booking may be treated as a no-show, leading to cancellation and forfeiture of security deposits paid, if any.
b) Third-Party Supplier Policies: All cancellations and amendments are subject to the terms and conditions of the Apartment Providers providing the accommodation: i. Supplier Terms: Each Apartment Provider has specific cancellation policies, which will be clearly outlined in the Booking Confirmation. It is your responsibility to review these terms carefully. ii. Cancellation Charges: You may incur charges as stipulated by the Apartment Provider. We will communicate any such charges at the time of processing your request and it will be mentioned in the Booking Confirmation.
c) Your Responsibility: You are responsible for understanding the cancellation terms and policies before making a booking, which includes reviewing the cancellation policy in the Booking Confirmation to be aware of specific conditions related to your booking. Additionally, you must inform us of any changes or cancellations as soon as possible, with the understanding that requests received outside of normal business hours will be processed on the next working day.
d) Administration Fees: We reserve the right to charge an administration fee for processing cancellation or amendment requests. This fee will be communicated to you at the time of your request and is separate from any fees imposed by the Apartment Providers.
e) Limitation of Liability: We operate solely as a booking agent for third-party Apartment Providers. As such, we do not assume any liability for the acts or omissions of the Apartment Providers, including but not limited to issues related to the condition, maintenance, cleanliness, or safety of the apartments. Our liability is limited to our administrative and booking obligations as specified in these terms.
f) Cancellation by Us: We reserve the right to cancel or amend a reservation in the event of unforeseen circumstances, which may include, but are not limited to:
g) Confirmation of Cancellations and Amendments: You will receive a confirmation email upon successful processing of your cancellation or amendment request. This confirmation will detail:
a) Refund Processing: Refunds for cancellations accepted by us will be processed within 30 (thirty) working days from the day immediately following the date we accept such cancellation. Such refunds shall be made after deduction of 3.5% of the total amount as administrative charges.
b) Refund Method: Refunds will be made to the original payment method you used for the booking, minus any applicable cancellation charges, which will be clearly communicated to you at the time of booking.
a) Right of Access: During your stay, we may require access to the Property for various purposes, including servicing, maintenance, or conducting viewings. We reserve the right to access the Property at reasonable times during your booking and will make reasonable efforts to notify you in advance of each visit.
b) Subletting Prohibition: Subletting of all or any part of the Property to third parties is strictly prohibited. All guests residing at the Property must be named in your booking and are required to comply with these terms.
a) Habitability Issues: In the event that an apartment becomes uninhabitable due to loss of power, heating, water, lock issues, or similar circumstances, we reserve the right to provide alternative accommodation of similar quality and location, subject to the existing terms and conditions.
b) Guest Limitations:The terms regarding excess guests shall be governed by your Booking Contract with the Apartment Provider. The Apartment Provider reserves the right to take appropriate action, which may include the cancellation of the booking or the imposition of additional charges, should the number of guests exceed the specified limit. Furthermore, we retain the right to cancel the booking in the event that the guest limit is surpassed.
c) Use of Property: The Property is to be utilized exclusively for the business or holiday travel of the named guests; no other individuals are permitted to occupy the Property. You and all guests are required to take proper care of the Property and its contents, using them responsibly. The Property must be returned in a clean and satisfactory condition at the conclusion of your stay. Any damage or additional cleaning required will result in extra charges.
d) Personal Belongings: You and your guests are responsible for your own belongings while at the Property. We are not liable for any theft, damage, or loss of personal items during your stay. We recommend obtaining appropriate insurance.
e) Contents of Property: No contents of the Property may be removed. Any loss or damage must be reported to the Company immediately, regardless of the cause.
f) Conduct: You and all guests must behave in a reasonable manner and must not cause any nuisance, annoyance, or danger to the owner or occupants of adjoining properties. Violation of this rule will result in immediate cancellation of the booking without refund.
g) Property Inspections: The Company reserves the right to inspect the Property during reasonable hours and may be accompanied by prospective tenants. The Company retains the right to access the Property for cleaning, inspection, and repairs.
h) Alterations: You and all guests are prohibited from altering, adding to, or interfering with the Property's structure or arrangement, including changing furnishings or making any fixtures.
i) Health and Safety: Upon arrival, you must ensure that you and your guests are familiar with the health and safety procedures specified in the Property.
j) Noise Regulation Clause: In the event that guests violate noise regulations, additional charges may be imposed in accordance with your Booking Contract with the Apartment Provider. This may include penalties and supplementary charges for causing disturbances or nuisances to other guests.
a) Liability: Neither we nor you shall be liable for any delay or failure to perform our obligations under this Agreement due to circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, government actions, epidemics, war, terrorism, or other unforeseen events. In such cases, the affected party shall promptly notify the other party in writing of the occurrence of the force majeure event and make reasonable efforts to mitigate its effects.
b) Notification: In the event of a force majeure occurrence, the affected party shall promptly notify the other party in writing and make reasonable efforts to mitigate the effects of the event. However, the obligation to provide alternatives or solutions does not imply any liability for the affected party regarding the force majeure event itself.
We both agree to keep any proprietary or sensitive information shared during this Agreement confidential, including our business strategies, financial details, and guest lists ("Confidential Information"). You and we will not use, copy, disclose, or allow access to this Confidential Information, except as necessary to fulfill our obligations or as required by law, and we will take reasonable steps to protect it. Our confidentiality obligations do not apply to information that becomes publicly available without breach, was known to you or us before disclosure, is received from a third party without breach, or is independently developed without reference to the other party's information.
During the term of this Agreement and for a period of 18 (eighteen) months thereafter, you shall not:
a) Solicitation: Directly or indirectly, whether on your own behalf or in any other capacity, attempt to entice or solicit Apartment Providers, any individual, firm, or corporation that is a corporate client or third-party agent of us, provided that the relationship between us and such individual, firm, or corporation was disclosed to you, either explicitly or implicitly.
b) Employee Inducement: Directly or indirectly, whether on your own behalf or in any other capacity, employ, engage, or induce, or attempt to induce any current or former employee of us, with whom you have had dealings in connection with this Agreement, to leave their employment with us. A breach of this clause will result in a fee equivalent to one year’s salary of the employee involved, payable to us.
In the event that you directly approach or engage with any Apartment Provider introduced by us, you shall be liable to pay us a commission equal to 20% (twenty percent) of the total booking amount for any such direct dealings. This commission shall be payable regardless of whether we were involved in the finalization of the booking.
You shall comply with all applicable laws and regulations in the conduct of your business, including but not limited to anti-bribery and anti-corruption laws such as the OECD Convention against Corruption and the Prevention of Corruption Act, 1988; data protection laws including the General Data Protection Regulation (GDPR); employment and labor laws; health and safety regulations; environmental laws; and consumer protection laws, ensuring adherence to the policies and procedures communicated by us, including information security policies and practices.
a) Commitment to Data Protection: We are committed to protecting your privacy and the security of your personal information. All personal data you provide will be processed in accordance with our Privacy Policy, available at www.thesqua.re/about/legal-and-privacy. By making a reservation, you consent to our data usage practices, which include:
b) Responsibility for Accuracy: You are responsible for ensuring that all personal information you provide to us is accurate, complete, and up-to-date. This includes:
c) Sharing of Information: You acknowledge and agree that we may share your personal information with third parties as necessary for fulfilling bookings, including:
d) Limitation of Liability: We employ reasonable measures to protect your personal information; however, we cannot guarantee the security of data transmitted over the internet. You acknowledge that we shall not be liable for any unauthorized access to or use of personal information, nor for any resulting damages. Furthermore, you agree to indemnify, defend, and hold harmless us, our affiliates, and their respective officers, directors, employees, and agents from any claims, liabilities, losses, or damages, including reasonable legal fees, arising from your non-compliance with these terms or from the unauthorized use or disclosure of your personal information.
e) Data Retention:
We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements. Upon expiration of the retention period, personal data will be securely deleted or anonymized.
f) Client Rights:
You have certain rights regarding your personal information under applicable data protection laws, including:
g) Changes to the Privacy Policy:
We reserve the right to amend this section and our Privacy Policy at any time. You will be notified of significant changes, and continued use of our services will signify acceptance of those changes.
a) Indemnification by Square Serviced Apartment:
We shall indemnify and hold you harmless against any claims, damages, losses, or liabilities arising from breaches of this Agreement by us, including any claims resulting from our negligence or willful misconduct. However, this indemnification does not extend to claims arising from the acts or omissions of the Apartment Providers, for which we shall not be liable.
b) Limitation of Liability:
General Limitation of Liability:We are only acting as an agent for the Apartment Providers. We are not responsible for providing the serviced accommodation or for any issues that may arise during your stay. Therefore, our liability is limited as follows:
c) Acknowledgment of Risks: By making a booking, you acknowledge and accept that the Apartment Providers are independent entities, and we have no control over their operations or services. Any issues arising from the accommodation services provided by the Apartment Providers are solely the responsibility of the Apartment Providers.
d) Indemnification by Client:
e) Insurance: We strongly recommend that you and any guests obtain comprehensive travel insurance to cover personal belongings and any potential liabilities during your stay at the serviced apartment. This insurance should include coverage for personal property loss, theft, and any unforeseen events that may occur during your stay. The Company shall not be liable for any loss or damage to personal belongings or for any liabilities incurred during your stay, and obtaining such insurance is the responsibility of the guest.
a) Our Rights to Terminate the Agreement:
We reserve the right to terminate this Agreement immediately upon providing written notice to you if you, or any guest, fail to comply with the following conditions:
b) Post Termination:
a) General Policy:
At The Square Serviced Apartments, we recognize that pets are part of the family. We allow pets in our apartments, but the specific Pet Policy will be determined by the contract between you and the Apartment Provider. Approval for pets is at the discretion of the Square Serviced Apartment, and we reserve the right to refuse any pet requests if deemed necessary.
b) The general approval conditions are as follows:
c) Charges and Inspections:
Upon your departure, we reserve the right to inspect the apartment for damages and conduct a check-out inspection after the housekeeping team has completed cleaning. Should any damages be identified, we may levy charges accordingly, which will be adjusted against any applicable refunds.
d) Compliance with Policy:
By bringing a pet into the apartment, the guest agrees to comply with this Pet Policy. Non-compliance may result in additional charges or termination of the stay without refund.
a) Where gas and electricity are included in your rent, the following fair usage policy applies to ensure that your energy consumption remains within reasonable limits. The allowances provided are generous, and you are unlikely to exceed these limits with sensible energy usage.
b) Utilities usage that exceeds these capped amounts may be chargeable as per Booking Contract with Apartment Providers. Utilities include water, gas, and electricity usage.
a) Governing Law: These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
b) Jurisdiction: Both parties agree that any disputes arising out of or in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of London, England. This means that any legal action or proceedings related to these Terms will be initiated in that jurisdiction.
c) Alternative Dispute Resolution: Prior to initiating any legal proceedings, both parties agree to attempt to resolve any disputes amicably through negotiation. If the dispute cannot be resolved through negotiation, the parties may consider mediation or arbitration as an alternative to litigation.
a) Amendments: We reserve the right to amend these Terms and Conditions and will provide notice to you of any such amendments. You may not amend these Terms and Conditions without our prior written consent. Any such amendment shall form an integral part of specific Agreement and shall be subject to the same terms and conditions.
b) Severability: If any provision of these Terms and conditions is determined to be unlawful, void, or unenforceable by a court of competent jurisdiction, such provision shall be severed without affecting the validity or enforceability of the remaining provisions. The remaining provisions shall continue to be in full force and effect.
c) Assignment: We reserve the right to transfer our rights and obligations under this agreement to another organization. We will provide you with written notice of any such transfer, ensuring that your rights under the contract remain unaffected. If you are dissatisfied with the transfer, you may terminate the contract by contacting us within one week of receiving notice, and we will refund any advance payments made for services not yet provided, subject to receipt from Apartment Providers. You may not transfer your rights or obligations under this agreement to any third party without our prior written consent.
d) No Third-Party Rights: This contract is between you and us. No other person shall have any rights to enforce any of its terms. Neither party will need to obtain the agreement of any other person to terminate the contract or make changes to these terms.
e) Enforcement of Contractual Obligations: The failure of either party to enforce any provision of this contract, or to require performance of any obligation hereunder, shall not be construed as a waiver of such provision or obligation, nor shall it affect the right of either party to enforce such provision or obligation at any time thereafter. For instance, if you fail to make a payment and we do not pursue immediate action, our continued provision of services shall not preclude us from requiring payment at a later date.
If you have any questions or complaints regarding the Services, please reach out to us. You may contact our guest services team by telephone at +44 (0)203 701 3010 or by email at [email protected]. Correspondence can also be sent to our registered office at Unit 3 Barrel Yard, Vinery Way, Hammersmith, W6 0LQ.