Agency Terms and Conditions
Except where otherwise specified, we Staff Travel Club with office address at Victoria House, Stanbridge Park, Staplefield Ln, Staplefield, Haywards Heath RH17 6AS, trading under The MC Collection (company no. 9916933) act only as an agent in respect of all 'accommodation only' or “ticket only” or “experience only” bookings we take and/or make on your behalf.
We accept no liability in relation to any contract you enter into or for the property/experience you book through this website (“Property/Experience”) or for the acts or omissions of any supplier(s) or other person(s) or party(ies) connected with any Property/Experience.
For all 'accommodation/ticket/experience only' bookings, your contract will be with the owner/supplier/principal of the Property/Experience in question (the ‘Owner’). When making your booking we will arrange for you to enter into a contract with the applicable Owner of the Property/Experience. Your booking with us is subject to these Agency Terms and Conditions and the specific booking conditions of the relevant Owner you contract with and you are advised to read both carefully prior to booking.
The Owner’s terms and conditions may limit and/or exclude the supplier's liability to you. Property/Experience specific terms and conditions for each Owner are listed under the relevant heading on each Property/Experience advert page. By booking a Property/Experience you agree to those terms and conditions.
You may decide to make one or more bookings with us at the same time. The price charged in total for more than one booking will always equal the prices charged separately for each individual booking. All properties are available to be purchased separately at the same price as they are when more than one booking is made. This means that any multiple bookings do not constitute a package as defined in the Package Travel, Package Holidays and Package Tours Regulations 1992.
These Agency Terms and Conditions apply to all websites operated by The MC Collection, including, but not limited to www.stafftravelclub.co.uk. The terms 'Client', 'Your' and 'You' refer to the person booking the Property/Experience. 'Owner' refers to the principal, owner or representative of the Property/Experience. Staff Travel Club, “We”, “Us”, “Our” refers to Staff Travel Club.
By making a booking, you agree that on behalf of yourself and all those named on the booking:
a. You have read these Agency Terms and Conditions and agree to be bound by them;
b. You consent to our use of your information in accordance with our Privacy Policy and are authorised on behalf of all persons named on the booking to disclose their personal data to us, including where applicable, special categories of personal data (such as information on health conditions or disabilities and dietary requirements);
c. You are over 25 years of age and where placing an order for services with age restrictions you declare that you and all members of your party are of the appropriate age to purchase those services; and
d. You accept financial responsibility for payment of the booking on behalf of all persons detailed on the booking.
Use of the Website
Use of this website is subject to these Terms and Conditions and our Privacy Policy. If you do not agree to these conditions please stop using the website immediately. By accessing the site, you accept, without limitation or qualification, all the terms and conditions below.
Accuracy of Information
Every care has been taken in compiling the contents of this website. However, all information about the properties has been provided by the advertisers and reproduced by us in good faith. We will not be held liable for any errors, omissions, misunderstandings or claims arising from the advertisement or any arrangement or booking made with an advertiser. If you believe any information on the site to be inaccurate, please let us know and we will investigate and correct if necessary. However, it is your responsibility to make relevant enquiries with the Property/Experience, through their own marketing channels, before confirming your Property/Experience. Any opinions, advice, statements, services, offers, or other information or content expressed on the site are those of the owners of the properties or their agents and not ours. We do not endorse or recommend any of the properties on our site. The information does not constitute any form of advice or recommendation by us and is not intended to be relied upon by you in making any decision to rent a Property/Experience.
Please note owners reserve the right to use chlorine in salt water swimming pools in hot weather.
The 'pool safety feature' icon denotes properties with either a swimming pool cover, alarm or is gated/fenced.
The 'air-con' property icon applies to properties with either partial or full air conditioning available.
Building works, roadworks or other public or private works near a Property/Experience are outside our control and may commence without notice. We cannot accept liability for any resulting disruption, including unavoidable noise, dust or inconvenience caused by third parties or local authorities, and this will not entitle you to compensation or a refund. Minor works will not be considered to materially affect a stay. Where we are aware of works that we reasonably believe are likely to materially impact your holiday, we will endeavour to inform you and seek to offer an appropriate alternative solution, subject to availability. Guests must report any concerns promptly during their stay.
Prices
We reserve the right to amend advertised prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices. Changes and errors sometimes occur. You must check the price of your chosen arrangements at the time of booking. Selected properties on Staff Travel Club use dynamic pricing, meaning the final rate is confirmed at checkout.
While we strive to display accurate rates, occasional discrepancies may occur due to caching. Only the rate shown at checkout is valid, and Staff Travel Club is not liable for any differences from previously displayed prices.
Tourist Tax
Many of our destinations charge a "tourist tax" which applies to all holidaymakers and we try to advertise this wherever possible and to the best of our knowledge. However, these charges depend entirely on the local authorities in that country and therefore may be introduced without our prior knowledge and are subject to changes beyond our control. Please note the tourist tax will be in addition to the advertised rental prices. If you require further information regarding the tourist taxes applicable to your booking, please enquire.
Booking & Payment
A non-refundable deposit, shown in the price breakdown is required to make a booking (or full payment if booking within 30 days of departure split between Staff Travel Club’s deposit + the Property/Experience remaining balance).
If you have paid a deposit, the final balance is payable 30 days prior to the commencement of the holiday, directly to the Property/Experience. Once this has been paid it is non-refundable as a cancellation would not leave the Owner with sufficient time to find a substitute booking. If full payment is not received by the balance due date, we will notify the Owner who may cancel your booking and retain all payments made by you to date. Please note that the price for a number of properties are calculated and quoted in local currencies along with the remaining balance, and the deposit is shown in local currency but converted into GBP based on the days rate found on xe.com. Therefore, while the deposit amount is the actual amount you will be charged, the balance amount in local currency will vary upwards or downwards in line with exchange rate fluctuations between the date of booking and the balance due date. Your booking is confirmed and a contract between you and the Owner will exist when we send you confirmation on their behalf. This will usually be within 48 hours of receipt of your payment. Until the booking has been confirmed it is only a provisional booking. You will not be invoiced until we have received confirmation from the Property/Experience that it is available. We will then issue an invoice to collect the deposit payment.
Please check your confirmation carefully and report any incorrect or incomplete information to us immediately.
Please ensure that names are exactly as stated in the relevant passport for the lead passenger, as this is the only name we require. The lead name of the booker also needs to be working in the travel industry, ideally as a Travel Agent, who has direct impact on being able to promote and recommend the experience upon their return to their clients.
As we act only as an agent, we have no responsibility for any errors in any documentation except where an error is made by us. Except where otherwise advised or stated in the booking conditions of the Owner concerned, all monies you pay to us for bookings will be held by us and final balances are paid directly to the Property/Experience. Staff Travel Club will not accept payments directly or indirectly from countries or territories that are subject to international sanctions. These include North Korea, Iran, Sudan, South Sudan, Syria, The Ukrainian Territories of Crimea, Donetsk People’s Republic, Kherson, Zaporizhzhia or Luhansk People’s Republic, Cuba, Belarus, Afghanistan, Russia, and Venezuela.
Capacity
It is a booking condition that the number of people occupying the Property/Experience may not exceed the advertised capacity, without prior written consent. Owners may terminate your booking without refund in the event you breach this condition and retain your full security deposit. When the maximum occupancy is not booked by the Client, certain rooms may not be accessible; this is subject to the Owner's discretion. It is best to check with us before booking if you have any queries about this.
Use of the Property/Experience
The Property/Experience is advertised as short-term holiday lets only and cannot be sublet or used for any other commercial purposes without the express written consent of the Owner. Owners may terminate your booking without refund in the event you breach this condition. All event bookings such as weddings, parties, single sex groups, stag and hen do’s are by request only and subject to prior written agreement from the Owner. Owners may terminate your booking without refund in the event you breach this condition. Please note that any event booking may be subject to additional charges, venue hire fees and a higher security deposit over and above the website rental rates and fees. The use of temporary structures (e.g. marquees, tents, gazebos) is prohibited without the Owner’s prior written consent. Requests must be made in advance and may incur additional charges. Unauthorised use may result in charges, security deposit deductions, or booking termination without refund.
Self-Catered Properties
Some properties listed on Staff Travel Club are offered on a self-catered basis unless expressly stated otherwise in the individual Property/Experience description. Catering services, daily housekeeping, or any other staffed services are not included as standard and will only be provided where specifically advertised or arranged in advance with the Owner.
Heated Pool Temperatures
Please note that heated swimming pool temperatures are dependent on external weather conditions, including ambient air temperature, wind and rainfall. Maximum achievable temperature is typically 28°C. The Owner will operate the pool heating system in accordance with the facilities advertised. However, no guarantee can be given that the pool will reach or maintain any specific temperature, as this is determined by factors outside the control of both the Owner and Staff Travel Club. No compensation, refund or other remedy will be payable where pool temperatures are impacted by prevailing or adverse weather conditions.
Reasonable Wear and Tear
Guests acknowledge that the Property/Experience the Owner endeavours to maintain the Property/Experience to a reasonable standard, minor cosmetic imperfections, ageing or non-material issues do not constitute grounds for complaint and do not give rise to any entitlement to compensation, refund or other remedy. Only issues that materially affect the use or enjoyment of the Property/Experience should be reported to the Owner or their representative during the stay.
Electric Vehicle Charging
Electric vehicle (EV) charging is not included in the standard electricity provision. Guests must notify Staff Travel Club in advance if they intend to charge a vehicle. The Owner may refuse permission or apply an additional charge, confirmed prior to arrival or deducted from the security deposit. Only designated EV chargers, where available and stated in the Property/Experience listing, may be used. Standard domestic sockets must not be used for charging under any circumstances. Guests must use their own charging cables and equipment. Unauthorised charging is strictly prohibited and may result in charges or termination of the booking without refund.
Pet Policy
Pets may be allowed in certain properties strictly at the Owner’s discretion and only under specific conditions. Additional fees, a higher security deposit, or other stipulations about where the dog can reside at the property may apply. To approve a pet stay, the Owner may require information about the number of pets, breed, size, and age. Any arrangements for bringing pets must be agreed upon at the time of booking. If these conditions are not met or a pet is brought without prior consent, the Owner reserves the right to refuse access or impose additional charges.
Travel Arrangements
We suggest that you do not make irreversible flight or travel arrangements until you have paid and received final confirmation of your booking as it is possible that the Property/Experience is unavailable. We will not be liable for any costs incurred if you choose to make other travel arrangements before you have received final confirmation of your booking.
Changes and Cancellations by you
Any cancellation or amendment request must be sent to us in writing, by email and will take effect on the day we receive it. You can cancel your booking from the moment the provisional booking is made, and the deposit will be partially refunded minus £30 handling fee per room booked. Please note that cancellations within 30 days or arrival are non refundable. This policy directly reflects the Owners' individual policies, and you should therefore take out suitable travel insurance to cover the risks that may lead to such an eventuality
Changes and Cancellations by the Owner
We will inform you as soon as reasonably possible if the Owner needs to make a significant change to your confirmed arrangements or to cancel them. We will also liaise between you and the Owner in relation to any alternative arrangements offered by the Owner (if any) but we will have no further liability to you. In the event the booking is cancelled by the Owner of the Property/Experience and no alternative dates can be offered, a full refund will be provided and the £30 handling fee per room booked will be waived.
Force Majeure
We cannot accept responsibility or pay compensation where the performance of our contractual obligations is prevented by or affected by events amounting to Force Majeure (Force Majeure meaning acts of war or threat of war, political unrest, terrorist activities, adverse weather conditions, volcanic ash clouds, strikes, acts of God, epidemics, riots, civil strife, industrial disputes, terrorist activity, natural or technical disasters, nuclear war) and or similar events out of our control.
Our responsibility for your booking
We solely act as an agent and payment gateway on behalf of all of the properties listed on our websites. Your contract is with the Owner and its terms and conditions apply. We accept no responsibility for the actual provision of the Property/Experience. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the Property/Experience that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to the cost of your booking (or the appropriate proportion of this if not everyone on the booking is affected). We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.
Complaints Procedure
Because the contract for the Property/Experience is between you and the Owner, any queries or concerns should be addressed to them. If you are dissatisfied with the cleanliness or presentation of the Property/Experience, or otherwise have a complaint whilst at the Property/Experience it should be indicated to the Owner or the Owner’s representative immediately, with accompanying photographic evidence, so that, where possible, all issues can be promptly resolved. The Owner’s contact details can be found on your confirmation of booking. If you fail to notify the Owner or the Owner’s representative of any problem or dissatisfaction prior to departure from the Property/Experience, it may affect the ability to investigate the complaint and impact the way that any complaint is handled. The amount of compensation you may be entitled to may therefore be reduced or extinguished as a result.
If it is not possible to resolve the dispute during your stay at the Property/Experience then a complaint must be made in writing to the Owner ideally within 2 weeks of departure from the Property/Experience, outlining the reasons for the complaint. If you prefer, you can send your complaint in writing, along with accompanying photographic evidence, to Staff Travel Club ideally within 2 weeks of departure from the Property/Experience. We will acknowledge receipt of your complaint within 48 hours, proceeding to conduct a thorough investigation with the Owner, responding in full within a 28-day period.
We are not responsible for any temporary defect or stoppage in the supply of public services to the Property/Experience such as water, electricity, gas, telephone or internet, or in respect of any equipment, machinery, or appliances in the Property/Experience or garden, which are caused by circumstances beyond the control of the Owner. Occasionally, wi-fi internet connection can be affected by thick walls in some of our properties, and also in particularly rural areas, for which OT has no control and takes no responsibility.
Security Deposit
By confirming a booking with us, you acknowledge this charge can and may be applied when you check in.
The Property/Experience will then have the chance to charge the value of any damage caused on presentation of photographic evidence and/or receipts for repair or replacement.
Notwithstanding the security deposit held, you remain liable for the full cost of any repairs or replacements required or other losses incurred by the Owner due to accidental or negligent breakage, loss, damage or other injury to the Property and/or the contents therein.
You are required to leave the accommodation clean, tidy and in the same condition as on your arrival. Any extra cleaning, laundry, and/or rubbish disposal required may be charged against the security deposit.
Please note that any dispute regarding a deduction from the security deposit is to be addressed to the Owner or Owner’s representative. We, as agent, are not authorised to enter into any correspondence concerning the security deposit. Any breakages, damage or loss caused to the Property/Experience or its contents during the rental period may result in the forfeit of some or the entire security deposit.
Insurance
We strongly recommend that you take out a comprehensive travel insurance policy, which will include cancellation cover and full cover for your personal belongings as no such cover is provided by us. Accordingly, any such losses incurred remain your responsibility. The travel insurance policy should also cover you in the event of accident or illness, cost and cancellation by you, cost of assistance (including repatriation) and other expenses. We also recommend accidental damage insurance for all members of your party to cover against accidental or negligent damage to the Property/Experience and protect against loss in the event of a deduction from the security deposit.
Special requests
If you have any special requests (for example dietary requirements, cots or room location), please let us know at the time of booking. We will pass on all such requests to the Owner, but we can't guarantee that they will be met, and we will have no liability to you if they are not.
Visa, passport and health requirements
Please note: Starting in late 2026, all citizens from outside of the European Union (from the United Kingdom, United States, Australia etc.) will be required to complete an ETIAS application prior to boarding an aircraft, sea carrier, or coach vehicle for Europe, and this includes travellers who will only be transiting through Europe en route to other destinations. Any non-EU citizen that wishes to enter Europe for over 90 days or for other purposes than those allowed under the ETIAS program will need to apply for a Schengen visa. Further details can be found by visiting https://etias.com/ and using the homepage assessment. See the list of all countries that require ETIAS here.
Travel Update – New EU Entry/Exit System From 12 October 2025, the EU will introduce a new Entry/Exit System (EES) for non-EU travellers. Manual passport stamping will be replaced with digital registration, so please allow extra time at borders. For more information, British travellers can check the UK Government site, while other nationalities can visit the European Commission site. We can provide general information about the passport and visa requirements for you trip. Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates if you are unsure of anything.
Neither we nor the Owner accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. Please not that these requirements may change between your booking and departure. Most countries now require passports to be valid for at least 6 months after your return date. Please check with your doctor for specific information on any health formalities and for your own specific circumstances.
Copyright
The website contains copyright material, trade names and other proprietary information, including, but not limited to, text, software, photos, graphics and videos. The entire contents of the website are protected by copyright law. You may not modify, publish, transmit, participate in the transfer or sale, create derivative works, or in any way exploit, any of the content, in whole or in part. You may download information from the site for your own personal use only. You acknowledge that you do not acquire any ownership rights by downloading copyright material. We provide hypertext links to other sites operated by other people. Using such a link means you are leaving our site and we take no responsibility for, and give no warranties, guarantees or representations in respect of these linked sites.
Law and Jurisdiction
These Agency Terms and Conditions are governed by English law and we both agree that the courts of England and Wales have exclusive jurisdiction (unless you live in Scotland or Northern Ireland, in which case you can bring proceedings in your local court under Scottish or Northern Irish law, as applicable).