Terms & Conditions

Pyramid Rock

Standard Terms and Conditions of Temporary Holiday Accommodation





“Booking” means the period for which Guests have paid to stay at the Property.

"Deposit" means any payment made to secure the Booking.

"Deposit" means any amount determined by Management to be held as security against any damages or losses arising from the use of the Property by Guests or Visitors.

"Guests" means the person or persons who stay overnight in the Property during the Booking.

“Property” means the dwelling in which Guests stay overnight, including all its fixtures, fittings and equipment.

“Management” means the booking agents of the Property.

"Us" and "We" refers to Management "You" and "Your" refers to the Guest "Owner" means the owner of the Property "Visitor" means a person a Guest permits to visit the Property during the Booking, who does not stay overnight.

“Welcome Letter” is the letter Guests receive providing all necessary information relating to their Booking. Note: Variations to these terms and conditions may be agreed upon, but only by arrangement with Management, and in writing.


Management reserves the right to change these terms and conditions at any time without notice.



Payment of the Deposit constitutes acceptance of these Terms and Conditions.



• Check-in time is not before the time and date specified in the Welcome Letter and check out time is not later than time and date specified in the Welcome Letter.

• These times must be strictly adhered to, so that the cleaners will have sufficient time to properly prepare the Property.

• Late departure is subject to prior arrangement and availability and extra charges may apply.

• Keys to the Property will be in the key safe, located where detailed in the Welcome Letter. The Property must be secured and the keys returned to the key safe each time the Property is left temporarily unattended, and upon final departure.



  • A non-refundable deposit of 50% is required to secure the Booking.

  • The balance owing must be received in full at least 28 days prior to occupancy. If not, the Management reserves the right to cancel the Booking without notice and attempt to re-let the Property.

  • All payments must be received in Australian Dollars net of any bank or other transaction charges.

  • Payment is accepted by the following methods: Visa, MasterCard and Eftpos.

  • Cheques, money orders and cash payments are not accepted.



A security bond will apply to each Booking depending on the property and your credit card will be held against the security bond. No cahs is taken. This security bond will be held for the duration of the Booking and until the property is cleaned and inspected. The Guests authorise Management to pay or reimburse itself from the security bond provided, for any costs or expenses, damages or other losses applicable to or arising from the use of, or any occupation of, the Property in relation to the Booking, including extra cleaning if required.



  • If the need arises to cancel or vary a Booking, please contact Management immediately.

  • In the case of a cancellation by the Guest, money paid will not be refundable unless the house is re-let at the same rate for the entire period.

  • Should a refund be applicable, it will be made by the payment method used by the Guests at time of Booking.

  • A variation of the Booking which reduces the number of nights stay will be treated as a cancellation of the Booking in respect of those nights

  • A variation of the Booking which reduces the number of Guests will be treated as a cancellation of the Booking in respect of those Guests.

  • An administration fee will be charged for any variation or cancellation.

  • Where there is a minimum night’s stay policy of two or more nights, no refund will be made for a variation to the extent that it breaches the minimum night’s stay policy

  • Management will make every effort to ensure the Property is available as booked. However, Management reserves the right to make alterations to Bookings where necessary.


Bookings are accepted by Us in good faith as agents for the property Owners. We cannot be held responsible for actions taken by the Owner of the Property or other occurrences that are outside of our control such as:

  • The tariff is increased prior to Your occupation

  • The Property is sold

  • The Property is altered in any way

  • The Property is damage in any way

  • The Property is withdrawn from letting

  • The malfunction of any appliance or inventory item in the Property Should any of the above occur, Management will inform you immediately, and will make every reasonable endeavour to find suitable alternative accommodation for Your occupancy, failing which any monies paid will be refunded in full.



  • The Property is let for domestic occupation only, and any other use of the Property is forbidden

  • Breach of this condition may result in immediate termination of occupancy, eviction without refund and extra fees for security, cleaning, garbage removal, wear and tear, repairs etc. Any such fees will be removed from the Security Deposit or charged to the Guests credit card if the Security Deposit amount is exceeded.


  • Guests must comply with all applicable House Rules and all instructions from Management concerning occupancy, Property, health, safety and quiet enjoyment of the Property and neighbours.

  • Only the Guests nominated and agreed in the Booking may stay in the Property overnight. If any other persons stay, extra charges may apply or the agreement may be terminated without refund

  • Setting up makeshift structures, such as tents or caravans, to accommodate more persons than the Property permits is prohibited.

  • Guests are responsible for damage, breakages, theft and loss of the Property and any part of it during their stay. Management must be immediately notified of any such damage, breakage, theft or loss. Management may recover, at its discretion, repair or replacement costs from the Guests.

  • In the event that Visitors are permitted to visit the Property during the Booking, Guests must take full responsibility for the behaviour of their Visitors while they are at the Property. Any breach of these Terms and Conditions by a Visitor will be deemed to be a breach by the Guest, and treated accordingly. Bass Coast Shire Council bylaws state that loud noise cannot occur outside of the following hours: • Monday to Thursday - 7am to 10 pm • Friday - 7am to 11 pm • Saturday and Public Holidays - 7am to 10 pm • Sunday - 9 am to 10 pm

  • This Property is located in a residential area and Management asks that Guests and their Visitors are considerate regarding noise outside of the legal requirement.

  • Disturbance to neighbours, including excessive noise, is prohibited and may result in termination and eviction without refund and extra charges may be made for security and other expenses.

  • Before departure, all food must be removed from fridges, freezers etc., all rubbish and recycling placed in the appropriate council bins (where provided), and crockery and cutlery washed and packed away. All non-recyclable rubbish must be bagged prior to being placed in council bins (where provided). All recyclable materials must be placed in the Recycling bin (where provided). Please note that plastic shopping bags are not recyclable. The Property must be left in a clean and tidy condition, and the BBQ (where provided) must be left clean and presentable for the next Guests

  • Extra cleaning charges may be incurred for the cleaning of the BBQ, dirty dishes, washing machine, dishwasher, emptying the fridge, removal of excessive rubbish etc. Should the cleaning fee be more than the usual cost for cleaning the Property, the Guests will be charged the additional costs. These costs will be removed from the Security Deposit or charged to the Guests credit card if the Security Deposit amount is exceeded

  • All furniture and furnishings must be left in the position they were in upon arrival.

  • The Property must be vacated on time and secured. All windows and doors are to be locked. All keys must be returned to the key safe.

  • Guests are responsible for the safekeeping and replacement of accommodation keys. If keys are lost, Guests will be responsible for all charges involved in obtaining new keys. Should Guests lock themselves out of the Property, a callout fee will apply.



  • In the case of any problem or complaint, Guests must inform Management at the earliest opportunity so Management has the chance to rectify the situation as quickly and efficiently as possible. Management will not be responsible for any such problem or complaint, which can be dealt with locally, and of which it has not been advised at the earliest opportunity, and/or of which it has not been advised until the end of, or after the completion of, the Booking

  • Guests must allow repair/service personnel access to the Property during reasonable hours

  • Any complaint which cannot be resolved locally, must be notified to Management prior to departure from the Property

  • Whilst Management will make every effort to ensure that problems are rectified quickly and efficiently, Management accepts no responsibility for any loss or damage caused by either whole or partial loss of power, or malfunctioning appliances, and no refunds will be given as a result of any appliance being either wholly or partly unusable for any portion of the Booking, for whatever reason.



It is recommend all Guests purchase travel insurance, since Management accepts no responsibility for any injuries, illnesses or accidents that may occur to Guests or Visitors whilst staying at the Property.



Management must be notified immediately of any items left behind by Guests or Visitors. Unclaimed items will be held for one month and then donated to charity. Items can be returned by post upon prepayment of postage and packaging, plus a handling fee.



  •  Where a Property has been designated as not pet friendly, no pets of any sort may be taken to the Property. Any breach of this condition may result in termination and eviction without refund and extra charges may be made for cleaning and other expenses

  • Where a Property is designated as pet friendly, and Management has agreed to pets being allowed to stay, pet owners will be responsible for cleaning up after their pets, both inside and outside the property. Pets are not allowed on the furniture at any time. Any evidence of pets on furniture or pet droppings found anywhere on the Property, or any damage caused by pets, will incur extra cleaning fees. Any such fees will be removed from the Security Deposit or charged to the Guests credit card if the Security Deposit amount is exceeded.



  • Linen can either be brought by the guest or hire linen from Beach Holiday homes Phillip Island. Contact Dianne if you require this service. Linen Hire is $27 per bed for King, $25 per bed for Queen/Double, $22 per bed for King single and $20 per bed for single. Minimum linen hire charge is $50. This service includes fitted and flat sheets, pillowcases, bath towels and face washers.

  • Please leave the hired linen in laundry when you leave.

  • Unless arrangements have been made for linen to be provided, Guests are required to supply and use all their own linen, including fitted and flat sheets, pillowcases and towels. Failure to do so may incur extra fees for the laundering of doonas, doona covers and mattress protectors. Any such fees will be removed from the Security Deposit or charged to the Guests credit card if the Security Deposit amount is exceeded.



Upon departure from the Property, Guests will be responsible for putting the garbage and recycling bins out (where applicable), and returning the keys to the key safe. Any extra cost incurred by Management for the disposal of rubbish and/or recycling as a result of Guests failing to comply with this condition will incur extra charges. Any such charges will be removed from the Security Bond or charged to the Guests credit card if the Security Bond amount is exceeded.



All properties participate in the Bad Books register. By accepting this booking, you hereby agree that if you or any occupant covered by this booking, including any guests, breach our Terms and Conditions then your Name, Phone Number and Email address along with details of the breach/breaches may be disclosed to the property landlord and/or other agents participating in the Bad Books register. Holiday Rental Manager / Owner reserves the right to cancel a booking where a guest is already in the Bad Books register.



The personal information the Tenant provides or that which is collected from other sources is necessary for the Holiday Rental Manager / Owner, to verify the Applicants identity, process and contact the tenant. The personal information collected about the Tenant may be disclosed for the purpose for which it was collected to other parties including the Landlord, our staff, our cleaners or contractors if a problem arises, the police (if a problem arises), referees, financial institutions, other agents, third party operators of tenancy reference, databases and other third parties as required by law. If the Tenant would like to access his/her personal information held by the Holiday Rental Manager / Owner, they can do so by contacting the Holiday Rental Manager. The Tenant can also correct this information if it is inaccurate incomplete or out of date.