Smartavillas Booking Terms, Conditions & Essential Information 2026 (active Jan 1st 2026)
Smartavillas Unipessoal Lda (hereinafter referred to as Smartavillas) is a Portuguese-registered property management company acting on behalf of the property owner. The rental agreement is entered into between the guest and the holder of the “Alojamento Local” rental licence.
1. General Conditions
By making a booking, the first named guest (the lead guest) listed on the booking information agrees on behalf of all members of the booking party that:
a. A contract between the lead guest and the property owner will come into effect upon receipt of payment and shall be deemed as acceptance of these terms and conditions.
b. This contract binds the lead guest and all members of the booking party. It is the lead guest’s responsibility to ensure that all members of the party have read, understood and accepted these terms and conditions. Failure to disclose relevant information or to comply with these terms and conditions may result in the termination of the contract and forfeiture of the booking.
c. Bookings cannot be accepted from persons under the age of eighteen (18).
d. The lead guest consents to Smartavillas’ use of personal information in accordance with our privacy notice and in compliance with applicable local and European Union data protection laws.
e. These terms and conditions and any agreement to which they apply, are governed by Portuguese law. Smartavillas and the lead guest agree that any dispute, claim, or other matter arising out of or in connection with the contract or booking shall be resolved through binding arbitration under Portuguese law.
2. Guest Occupancy
The number of persons occupying the accommodation must not exceed the stated maximum occupancy. Only those listed in the booking information are permitted to stay. We reserve the right to terminate the booking without notice or refund in the event of a breach of this condition.
3. AIMA (Borders Authority)
Under Portuguese law, Smartavillas is required to collect and submit to the competent authority passport information from all guests who are not Portuguese nationals. These details must be submitted before the start date of the booking through our automated guest check-in service.
4. Housekeeping
For stays longer than two weeks, our housekeeping team will provide a sheet change. For extended stays (e.g., six weeks), sheets will be changed every fortnight. For stays shorter than two weeks, housekeeping can be arranged upon request for an additional fee.
5. Smoking
Smoking or vaping is strictly prohibited inside the accommodation. Violation of this policy may result in immediate termination of the booking without notice and forfeiture of the damage deposit. We reserve the right to charge for any damage or additional cleaning required due to smoking or vaping.
6. Pets
Pets are not permitted unless expressly approved by the property owner. Bringing pets onto the property without prior authorisation will result in immediate termination of the booking without notice or refund.
If pets are permitted by the property owner, an additional refundable damage deposit of 150€ will be required. Smartavillas reserves the right to charge for any damage or extra cleaning resulting from the presence of pets.
7. Conduct & Behaviour
Smartavillas cannot be held responsible or liable for the conduct or behaviour of guests or invited visitors during their stay at the accommodation. If, in the opinion of Smartavillas or any person in authority, guests are, or appear to be, acting in a manner that causes, or is likely to cause, danger, distress, annoyance to others, or possible property damage, Smartavillas reserves the right to immediately terminate the booking contract. In such circumstances, Smartavillas shall not be liable for any resulting expenses or losses, including but not limited to refunds, alternative accommodation costs, or compensation of any kind.
8. Rental Prices & Additional Fees
Smartavillas aims to be completely transparent about rental prices and any additional charges that may apply.
a. Rental Prices
- All prices are listed in euros (€) per night and are subject to dynamic pricing, meaning rates may increase or decrease depending on market conditions.
- All prices are inclusive of VAT at the prevailing rate.
- All regular and special promotions are clearly displayed on the property advert.
- For “winter sun” bookings (stays of 27 nights or more between November and the end of March) utility costs are inclusive, unless high consumption is detected, whereby Smartavillas reserves the right to invoice the guest for additional costs.
b. Booking Fee
A 3% booking fee is applied to the rental amount for payments made by credit or debit card to cover banking processing charges. This fee does not apply to payments made via bank transfer.
c. Guest Verification & Damage Deposits
Smartavillas is committed to ensuring that all accommodations are fully protected throughout every guest stay. To support this, we operate a guest verification and damage deposit process in partnership with Truvi. Once a booking has been confirmed, Truvi will contact the lead guest to complete the required verification and choose either a refundable damage deposit or an insurance waiver option.
d. Additional Guests
Where occasional beds or sofa beds are part of the standard sleeping arrangements, they will be listed in the accommodation description. Additional fold-up beds can be provided upon request and subject to availability, at a charge of 10€ per person per night. A maximum of two fold-up beds may be permitted in larger accommodations (sleeping 6 guests or more), and one fold-up bed in smaller accommodations (up to 6 guests).
e. Final Cleaning Fee
All bookings are subject to a cleaning fee starting from €60. The final amount varies depending on the type and size of the accommodation.
f. Travel Cots & Baby Chairs
Travel cots and highchairs are available at all accommodations upon request. One travel cot and one highchair are provided free of charge. Additional items can be supplied at a cost of 25€ per travel cot and 10€ per highchair per stay.
Please note for reasons of hygiene and parental preference, Smartavillas does not provide bedding or linens for travel cots.
g. Tourist Tax
Currently two local districts apply tourist taxes for guest stays. Values are automatically added to your booking either via our direct website, or via the various online booking platforms. Details shown below:
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District
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Season
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Cost Per Person
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Exemptions
|
|
Olhao
|
November to March
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1€ per night up to a maximum of 5 consecutive nights
|
Under 16s
|
|
Olhao
|
April to October
|
2€ per night up to a maximum of 5 consecutive nights
|
Under 16s
|
|
|
|
|
|
|
Vila Real Sto Antonio
|
All Year
|
1€ per night up to a maximum of 7 consecutive nights Children aged 11 to 13 pay 50% of applicable cost
|
Under 10s
|
|
|
|
|
|
- Please note tourist taxes are set by municipal authorities and may change at any time. The final amount will be confirmed at the time of your booking.
h. Amendment Fee
A service fee of €35 will apply to any significant administrative changes made to a booking.
i. Swimming Pool Heating
Where pool heating is available (indicated in the advert), an additional charge will be applied. The value will depend on the specific accommodation. Pool heating must be requested at least one week prior to arrival to allow for full heating to take place.
9. How to Make Your Booking & Invoice Requests
- Bookings can be made via:
- Website: www.smartavillas.com
- Email: reservas@smartavillas.com
- Telephone: (00351) 281 027 089
- To secure your booking, a 30% deposit is required. The remaining balance must be paid no later than two weeks prior to arrival.
- Provisional bookings will be held for a maximum of 48 hours only.
- Payments may be made by debit card, credit card, or bank transfer.
- Any bank charges or transaction fees (e.g., for currency conversion) are the responsibility of the lead guest.
- Once your booking is confirmed, you will receive a booking confirmation detailing your reservation information, payment summary, and other relevant details.
- Our Reservations Team will contact the lead guest prior to arrival to arrange key collection and provide check-in details.
- Requests for invoices should be sent to invoices@smartavillas.com before check in and must include your fiscal number and any other relevant details.
10. Smartavillas Plus
Smartavillas offers an exclusive rewards programme for guests who book directly. Rewards are based on the total value of the booking and issued as digital vouchers, which can be redeemed at partner businesses throughout the Tavira area - including restaurants, local shops and local experience providers.
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Booking Value
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Voucher Value
|
|
Up to 500€
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15€
|
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Between 501€ & 1000€
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25€
|
|
Between 1001€ & 1500€
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30€
|
|
Between 1501€ & 2000€
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40€
|
|
Between 2001€ & 3000
|
50€
|
|
Between 3001€ & 4000€
|
60€
|
|
Between 4001€ & 5000€
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75€
|
|
Above 5001€
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100€
|
- Only one voucher may be redeemed per booking and may be redeemed at various participating outlets up to the value of the voucher.
- Vouchers are non-transferable and may only be used by the guest to whom they were issued.
- Each voucher remains valid exclusively for the duration of the guest’s booking and expires upon check-out.
11. Included in your Property Rental
- All necessary bed linens and towels according to the occupancy of the accommodation.
- All utilities usage (electricity, water & gas).
- Internet access for standard domestic use (e.g., general emails and web browsing). Please note, connection speed and full coverage in all areas of the accommodation cannot be guaranteed.
- Pools or beach towels (where available).
- Complimentary bottled water and wine on arrival.
- Complimentary cleaning products and starter supply of toilet paper.
12. Grace Period & Cancellation Policy
- To provide flexibility, the lead guest may cancel their booking within 48 hours of making the reservation without penalty and will receive a full refund of their deposit payment.
- If the lead guest wishes to cancel, we are happy to offer the option of rescheduling the booking to alternative dates, subject to availability (rates may differ dependent on season).
- Cancellation letters for the purposes for insurance claims may be requested to: reservas@smartavillas.com
- Cancellations made within 14 days of the arrival date will forfeit all monies paid, except for the booking fee value.
- Cancellation made before 14 days of the arrival date will be refunded the deposit payment.
- All cancellations should be notified to: reservas@smartavillas.com
13. Changes or Cancellations by the Property Owner
In the unlikely event that Smartavillas, acting on behalf of the property owner, needs to amend the details of your booking or cancel it, we will notify you as soon as possible and provide suitable alternatives. The lead guest may then choose to accept the proposed changes or cancel the booking entirely. In the case of cancellation, all payments made to date will be refunded in full, less the booking fee.
14. Check-in and Check-out Information
Our Property Guest Managers welcome guests for check-in between 16:00 and 19:00.
a. Late Check-in (19:00 – 22:00): A 30€ fee applies for presential check-ins during this period. Alternatively, key safe codes can be provided for self-entry where available.
b. After 22:00: Guests will be given key safe codes (where applicable) or directed to our key collection box at our Tavira office. Presential check-ins after 22:00 are subject to a 50€ fee.
c. Early Check-in: May occasionally be accommodated for an additional 30€ fee.
d. Bag Drop: Complimentary bag drop may be possible while your accommodation is being prepared.
e. Check-out: Check-out is by 10:00 and late a check-out may occasionally be accommodated for an additional 30€ fee.
15. Check-out Requirements
Guests are required to leave the accommodation in an acceptable condition upon departure. This includes:
- Disposing of all rubbish in the designated roadside containers or recycling points.
- Cleaning the BBQ (if used).
- Ensuring that all air conditioning units are switched off.
- Closing all parasols, shutters, entrance doors and gates.
- Returning all keys.
Smartavillas reserves the right to charge for the replacement of any lost keys and or additional cleaning if the accommodation is left in an unacceptable condition.
16. Accuracy, Standards of Accommodations, Décor, Furnishings, Appliances & Bed Sizes
Smartavillas endeavours to ensure that all information provided on our website and other marketing materials - including property descriptions, photographs, and pricing - is accurate and up to date. We also strive to ensure that all accommodations are well equipped with appliances essential for self-catering use and that internal fixtures, fittings and furnishings are suitable for self-catering stays.
Each property is furnished and decorated according to the individual owner’s preferences; therefore, standards and styles may vary. We recommend reviewing each property description carefully before making a booking and contacting our reservations team with any questions or specific requirements.
Please note that Smartavillas cannot accept responsibility for any items of furniture (interior or exterior) depicted in property photographs that may have been removed or replaced, nor for any alterations to views or surroundings that may have occurred since the photographs were taken.
Standard bed sizes are shown below:
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Size
|
Width cm
|
Length cm
|
|
Single
|
90
|
190 / 195 / 200
|
|
Double
|
160
|
190 / 195 / 200
|
|
Queen
|
160
|
190 / 195 / 200
|
|
King
|
180
|
190 / 195 / 200
|
|
Super King Size
|
200
|
200
|
- Please note that bed sizes may vary between accommodations and the dimensions above are indicative only.
17. Accommodation Rental Licence
All our rental accommodations are fully licensed under the government-mandated Alojamento Local (AL) program, in compliance with the regulations set by Turismo de Portugal. Each property meets the required standards for quality, comfort, and hygiene, and adheres to all health and safety obligations, including appropriate insurance coverage. For full transparency, the official AL licence number for each accommodation is clearly displayed on its property advert.
18. Guest Support
Smartavillas offers comprehensive guest support through our dedicated field team of Property Guest Managers and a 24-hour telephone support line, ensuring that any requests or issues are resolved promptly.
For 24-hour assistance, please contact: (00351) 916 359 710
19. Complaints Procedure
Smartavillas is committed to ensuring that every guest is fully satisfied with their chosen accommodation. However, we understand that on rare occasions, issues may arise or expectations may not be met. If you have any concerns or wish to make a complaint, please contact Smartavillas immediately, either by telephone or email:
- Smartavillas Office: (00351) 281 027 089 (opening hours 09.00 to 18.00hrs Monday to Saturday).
- Smartavillas 24hrs support line: (00351) 916 359 710
- Email: reservas@smartavillas.com
Smartavillas will make every effort to promptly address and resolve any concerns or complaints received, and to ensure the guest is fully updated or action undertaken.
An official online complaints book is available on our website at www.smartavillas.com
20. Building Works
Where Smartavillas becomes aware of building works that may adversely affect a guest’s enjoyment, we will inform the lead guest as soon as possible and, if necessary, discuss suitable alternative arrangements.
Please note that Smartavillas may not always be aware of when building works are scheduled to commence. Such works are legally permitted between 08:00 and 18:00hrs, Monday to Saturday, and may occasionally take place on Sundays or public holidays under special licence. Smartavillas cannot be held responsible for any unforeseen building works or related noise disturbances.
21. Pests
Occasionally, insects and pests such as ants, mice, or other rodents may appear, particularly in more rural areas. To help prevent unwanted visitors, we recommend keeping food items stored securely and ensuring that all surfaces are clean and free of debris. If pests become a recurring issue, please contact our support team so we can discuss appropriate solutions.
Please also note that animal sounds, such as barking dogs or crowing roosters, are common, particularly in rural areas. These sounds are considered part of the local environment and culture. Smartavillas cannot be held responsible for any noise disturbances of this nature.
22. Special Requests
Smartavillas will make every effort to accommodate special requests (such as birthday cakes or flowers) where practical and when arranged with sufficient prior notice. However, Smartavillas cannot be held liable if such requests are not fulfilled due to third-party involvement.
23. Disability Needs
Most of our accommodations may not be fully suitable for guests with mobility limitations. We strongly encourage you to review the complete property description carefully to ensure it meets your specific accessibility needs. If you have any questions or would like personalised guidance, please contact our reservations team - we’re here to help clarify any details and assist in finding the best possible option for your stay.
24. Travel Insurance
We strongly recommend that you obtain comprehensive travel insurance. If you choose not to do so, you accept full responsibility for any costs arising from unforeseen circumstances.
25. Lost Property
Please ensure that all personal belongings are packed before departing your accommodation. While we will do our best to assist with any items left behind, we cannot guarantee their return and accept no liability for lost or damaged property. Postage, packaging, and handling fees will apply for returning lost items, which will be held for safe keeping for a maximum of one month from your departure date.
26. Television
All accommodations include access to at least one television. The channels available will depend on the service used by the property owner, which is typically a Portuguese internet-based system offering a selection of local and foreign language channels. However, please note that the channel selection may differ from those commonly available in a guest’s home country.
27. Swimming Pool & Garden Maintenance
Accommodations with swimming pools and gardens are maintained regularly, typically once per week, by either our Smartavillas team or third-party suppliers. Please note that we cannot guarantee specific visiting days or times, particularly during peak summer periods. Additionally, swimming pools in some condominiums where Smartavillas offer accommodations may not be available year-round; if seasonal availability applies, this will be clearly indicated in the property advert.
28. Swimming Pool Use
Shared swimming pools within condominium complexes typically operate within set opening and closing times, which will be clearly advertised on-site, and access is typically via keypad code or fob. Guests are also required to follow any additional local rules, such as showering before entering the pool.
For all pools, please take note of both the shallow and deep-end depths before entering. Children must be always supervised, and swimming under the influence of alcohol is strongly discouraged for safety reasons.
Guests must shower before each use, as excessive oils, lotions, and sunscreens can disrupt the pool’s water balance. Failure to do so may result in the pool needing emergency cleaning, which could require temporary closure.
29. BBQ Use
Where BBQ facilities are provided, guests are asked to always exercise caution and to ensure that the equipment is cleaned before departure. Please note that some condominium complexes do not permit BBQ use. Additionally, local authorities may impose seasonal restrictions - particularly during the summer months in rural areas - due to increased wildfire risk.
30. Security & Alarm Systems
Although crime levels in the Algarve are generally low, we encourage guests to take the same sensible precautions they would at home. Please ensure that doors are locked and shutters are closed whenever the property is left unoccupied and avoid leaving valuable items in plain sight.
Some accommodations are equipped with alarm systems, which will remain deactivated during your stay. Guests may notice cameras or sensors positioned inside or outside the property; these devices can be covered upon request if there are any concerns regarding privacy.
31. Tradespeople Access
From time to time, authorised tradespeople or official inspectors such as gas technicians, maintenance engineers, or local authority representatives may need to access the accommodation during a guest’s stay. These visits are essential to ensure safety, legal compliance, and the continued high standard of the property.
Smartavillas will always provide guests with advance notice whenever possible, including the expected date, time, and reason for the visit. In urgent or emergency situations, guests may receive shorter notice, but disruption will be kept to a minimum. We appreciate guests’ cooperation in allowing access to complete necessary work or inspections promptly and professionally.
32. Accommodation Accessibility
To help guests understand transportation needs and plan their stay with ease, accommodations are categorized based on the necessity of having a car during the visit:
A vehicle is required for day-to-day convenience. Supermarkets, restaurants, shops, and other key amenities are not within walking distance, so guests must rely on a car for groceries, dining, activities, and general travel.
Some basic amenities are reachable on foot, such as a small café, minimarket, or convenience shop. However, for full access to larger supermarkets, restaurants, entertainment, and essential services, using a car is strongly advised for comfort and practicality.
All primary amenities, including supermarkets or minimarkets, retail shops, restaurants, cafés, and essential services, are within a comfortable walking distance.
Guests can easily enjoy the area without needing a car, though having one may still offer added flexibility for excursions or exploring nearby attractions.
33. Parking
If private parking is available, this will be clearly stated in the advert details. If no private parking is mentioned, guests should assume that only street parking is available. Street parking may be paid or subject to restrictions depending on local regulations and may not be located immediately adjacent to the accommodation, especially in town centre locations. For further clarification or to discuss specific requirements, guests are encouraged to contact our Reservations Team, who will be happy to provide guidance and assistance regarding parking options.
34. Electric Vehicle Charging
Several of our accommodations now offer a dedicated electric vehicle (EV) charging point, which will be clearly stated within the individual property advert details. There will be an additional charge for use. In addition, public EV charging stations are available across all districts in which our accommodations are located.
Please note that charging an electric vehicle using any non-dedicated domestic power supply, internal wiring, or shared condominium sockets is strictly prohibited. Unauthorised charging may pose safety risks and will result in immediate termination of the booking and/or additional charges being applied to cover any related costs, damages, or misuse.
35. Air Conditioning & Heating
Air conditioning is available in most of our accommodations and will be clearly indicated within each property listing. Please note that these units can also provide warm air during cooler periods. We kindly ask guests to use air conditioning responsibly and avoid leaving units running when the property is unoccupied.
Some accommodations may also feature electric radiators and/or fireplaces for additional heating. Where a fireplace is provided, firewood may be available for an additional charge.
If you require more information or would like to discuss specific heating needs, please contact our Reservations Team.
36. Data Protection
Smartavillas is fully committed to safeguarding your personal information and ensuring that appropriate security measures are always in place. To fulfil and manage your holiday arrangements, it may be necessary for us to share relevant details with trusted third-party partners, such as transport providers, property owners, and other service suppliers directly involved in your booking.
In certain circumstances, we may also be required to disclose your information to legitimate public authorities – for example, the border authority or other law enforcement agencies – where this is legally mandated or essential for travel purposes.
We will never share your personal data with individuals or organisations not directly connected to the provision of your booking. This includes any sensitive information you provide to us, such as medical conditions, disabilities, dietary requests, or religious requirements, all of which will be handled with the highest level of confidentiality.
Smartavillas operates under a comprehensive Privacy and Data Protection Policy designed to uphold your rights and ensure transparent data handling practices in accordance with our privacy notice and in compliance with applicable local and European Union data protection laws.
37. Force Majeure
Smartavillas cannot be held liable for any failure or delay in fulfilling our contractual obligations where such failure or delay is caused by circumstances constituting force majeure. These circumstances may include, but are not limited to, war, civil unrest, government restrictions or emergencies, natural or nuclear disasters, acts of terrorism, industrial disputes, fire, extreme weather conditions, epidemics, or pandemics.
38. Extra Services
Smartavillas offers a selection of additional services designed to enhance your holiday experience and provide added comfort and convenience. All services are subject to availability, and we recommend booking in advance to avoid disappointment. Further details follow:
In partnership with one of the Algarve’s most reputable transfer providers, Smartavillas offers a reliable, stress-free airport transfer service directly to your holiday accommodation. Transfers are available for individuals, families, and larger groups. For more information or to request a booking, please contact our reservations team or visit our website.
To make your travels around the region effortless, Smartavillas works closely with a trusted car hire partner offering convenient vehicle collection directly from the airport car park. We will be happy to assist with all arrangements and provide guidance based on your requirements. For further details, please contact us or explore our website.
After a long journey, the last thing you want to worry about is grocery shopping. To ensure a relaxed start to your holiday, we offer a range of welcome food hampers meals and drinks delivery services ready for your arrival. Please get in touch for menu options, package selections, and pricing.
39. Responsible Travel
Smartavillas is proud to present a diverse and high-quality collection of self-catering accommodations located in perhaps the most charming and picturesque region of the Algarve. Our wish is that every guest not only enjoys the wealth of local attractions whether natural, historical, or cultural but also experiences them with care and respect.
As part of responsible travel, we kindly encourage guests to help preserve these unique surroundings by using natural resources, such as water, thoughtfully, and by being considerate towards local communities and neighbourhoods. Together, we can protect the Algarve’s beauty and authenticity, ensuring it remains a wonderful destination for generations to come.
