Guest Payments Policy

1. Purpose & Scope

Defines centralised and automated upfront payment collection for all bookings.
Applies to all serviced accommodation units managed by Central Beach Leisure Ltd in Blackpool.
Ensures legal compliance under UK regulations (Consumer Contracts Regulations, Data Protection, Fair Trading).

2. Booking & Confirmation

Booking accepted only when:

3. Payment Terms

Short Stays (<30 nights): 100% payment at booking time via pre-authorized card or cleared bank transfer, in advance of check-in
Long Stays (≥30 nights): Payment taken in 30-day instalments, all collected upfront before respective periods.
Extended stays (6+ weeks): Flexible invoicing for each 30-day period, but upfront before each period.

4. Automated Payment Collection

Collects automatically using stored debit/credit card tokens or verified bank transfer once booking and identity are confirmed.
Automatic retry for failed transactions; bookings may be cancelled after 48 hours of non-payment.
Clear communication at booking stages about automatic deduction sequence.

5. Accepted Payment Methods

Major credit/debit cards (Visa, Mastercard), excluding Diners/Amex unless contractually agreed.
GBP only; bank transfers accepted only in full cleared funds, net of all charges
All prices exclusive of VAT; VAT added at 20% where applicable under VAT registration (£90k threshold)

6. Payment Failure & Late Fees

Booking may be suspended or cancelled if payment fails; unsuccessful holds may incur 4–8% APR interest above Bank of England base rate
£100 administration fee applies for reversing failed/challenged payments.
Continued failure allows policy-triggered cancellation with 24-hour notice to guest and owner.

7. Security & Damage Deposits

Hold £150–£500 on card depending on length, property type, presence of pets, or corporate booking
Release within 7 days post-checkout, minus any deductions.
Deductions for damage, excessive cleaning, smoking, lost keys documented and communicated with itemised breakdown.

8. Refund & Cancellation Policy

Under 30 nights: (Only applies if flexi option taken)

Over 30 nights: (Only applies if flexi option taken)

30 days notice: full refund less 20% of one month.
<30 days: full 30-day charge
Non-refundable rates paid within 24 hours, non-refundable once booked
Refunds for cancellations processed within 14 days, minus interest and bank charges.

9. Tax & Compliance

10. Deposit Protection & Client Money

All guest deposits held securely, safeguarded under UK Client Money Protection (CMP) scheme.
Control accounts kept for all client funds, with independent bi-annual auditing.
Dispute resolution via The Property Ombudsman (TPO), available to guests.

11. Reporting & Record‑Keeping

Automated system records payment events: timestamps, amounts, payer details, method.
Monthly owner statements: gross revenue, management fees (12–20%), deposits, deductions, VAT, net transfers
Records retained for 6 years per HMRC.

12. Communication & Transparency

Payment terms, automated policy, cancellation rules, deposit hold amounts fully displayed before confirmation.

Booking confirmation includes:

13. Legal Rights & Compliance

Terms comply with Consumer Contracts Regulations, assign clear payment dates, refund rights.
Data processing consent in line with GDPR; secure storage, PCI DSS compliance.
Policies reviewed annually or upon regulatory change, latest update July 2025.

14. Policy Review & Amendments