BOOKING TERMS & CONDITIONS
These Booking Terms & Conditions apply to reservations made directly ‘Circles Sri Lanka‘ (“Circles”, “we”, “us” or “our”).
By making a reservation, you confirm that you have read, understood and agreed to these Terms & Conditions.
Where a reservation is made through Airbnb, Booking.com or another third-party booking platform, the cancellation, payment and other booking conditions displayed on that platform at the time of booking will also apply. Where there is a conflict between these Terms & Conditions and the platform’s applicable terms, the platform’s terms will apply to that reservation.
ABOUT CIRCLES
Circles is a boutique villa property in Hiriketiya, Sri Lanka, comprising four private villas, each with its own kitchen, living areas, private garden, plunge pool and private outdoor terraces.
The villas are intended for private holiday accommodation. By making a booking, you agree to use the villa and its facilities responsibly and in accordance with these Terms & Conditions.
MAKING A BOOKING
A booking is confirmed once we have received the required payment and issued a booking confirmation.
The person making the booking must be at least 18 years old and is responsible for ensuring that all members of their party are aware of and comply with these Terms & Conditions.
The person making the booking is responsible for the accuracy of the information provided at the time of reservation, including the dates of stay, number of guests and contact details.
We reserve the right to decline or cancel a booking where we reasonably believe that the booking has been made fraudulently, the information provided is materially inaccurate, or the intended use of the villa is inconsistent with these Terms & Conditions.
RATES, TAXES & PAYMENT
All rates are quoted in the currency stated at the time of booking and are subject to availability.
Unless otherwise stated, applicable taxes and statutory charges are included in the quoted accommodation rate.
For direct bookings:
A valid payment card is required at the time of reservation.
A deposit of 50% of the total booking value is required to confirm the reservation. This should be made via bank transfer to the account provided by Circles.
The remaining 50% balance is payable on arrival. Cash or card accepted.
If the deposit balance is not received by the due date, we reserve the right to cancel the reservation and apply the applicable cancellation terms.
Different payment terms may apply to promotional, special or exclusive-use bookings and will be confirmed at the time of booking.
CANCELLATION – DIRECT BOOKINGS
More than 30 days before arrival
The booking may be cancelled without charge and all payments received will be refunded in full.
8–29 days before arrival
A cancellation charge of 50% of the total booking value will apply. Where the guest has already paid more than this amount, the balance will be refunded.
0–7 days before arrival
A cancellation charge of 100% of the total booking value will apply. No refund will be due.
No-shows
If a guest does not arrive for their reservation and has not cancelled in accordance with the above policy, 100% of the total booking value will be charged.
Cancellation requests must be made in writing by email or through the booking channel used to make the reservation. The date on which the cancellation request is received will determine the applicable cancellation charge.
EXCLUSIVE USE & MULTI-VILLA BOOKINGS
Exclusive access to Circles or bookings involving two or more villas may be subject to different payment and cancellation terms.
The applicable terms will be agreed in writing before the booking is confirmed and will take precedence over the standard cancellation policy.
Exclusive access does not automatically permit parties, events, commercial activities or additional guests beyond the agreed occupancy.
CHANGES TO A BOOKING
Requests to change the dates, duration, villa or number of guests should be made as soon as possible.
We will do our best to accommodate requested changes, but changes are subject to availability and may result in a change to the accommodation rate.
A change that reduces the total value of a reservation may be treated as a partial cancellation and the cancellation terms applicable to the original booking may apply. A booking cannot be transferred to another person without our prior written agreement.
AIRBNB, BOOKING.COM & OTHER THIRD-PARTY BOOKINGS
Reservations made through Airbnb, Booking.com or another third-party booking platform are subject to the payment, cancellation and other booking conditions displayed on that platform at the time of booking.
Any amendments, cancellations or refund requests relating to a third-party reservation should normally be made through the platform through which the reservation was made.
Direct-booking terms and promotional offers do not automatically apply to reservations made through third-party platforms.
CANCELLATION OR CHANGES BY CIRCLES
We will make every reasonable effort to honour confirmed reservations.
In the unlikely event that we are unable to provide the booked villa due to circumstances within our reasonable control, we will endeavour to offer suitable alternative accommodation or, where this is not possible or acceptable, provide a refund of payments made for the affected accommodation.
We reserve the right to make reasonable changes to a booking where necessary due to maintenance, safety, operational or other circumstances beyond our reasonable control.
Where a material change is required, we will contact the guest as soon as reasonably practicable.
UNFORESEEN CIRCUMSTANCES & TRAVEL DISRUPTION
We strongly recommend that all guests take out comprehensive travel insurance covering cancellation, illness, travel disruption, lost luggage and other circumstances that may affect their ability to travel.
We cannot accept responsibility for a guest’s inability to travel due to circumstances including illness, changes to personal circumstances, flight cancellations or delays, missed connections, visa or passport issues, adverse weather affecting travel arrangements, industrial action or other circumstances affecting the guest’s journey.
Such circumstances do not automatically entitle a guest to a refund outside the cancellation terms applicable to their booking.
Where circumstances arise that materially affect our ability to provide the accommodation, we will work with the guest in good faith to determine an appropriate solution.
CHECK-IN & CHECK-OUT
Standard check-in is from 3:00pm.
Standard check-out is by 11:00am.
If you expect to arrive after 7:00pm, please let us know in advance. We will do our best to accommodate late arrivals, subject to prior arrangement.
Early check-in and late check-out may be requested but are subject to availability and cannot be guaranteed. An additional charge may apply.
OCCUPANCY & GUESTS
The maximum occupancy of each villa is:
Villa Sagara: 4 guests
Villa Hiru: 4 guests
Villa Tharu: 4 guests
Villa Sanda: 5 guests
Only the number of guests stated on the reservation may stay overnight unless we have given prior written approval.
Additional visitors may only be permitted with our prior agreement.
We reserve the right to refuse access to additional guests or visitors where their presence would result in the villa exceeding its permitted occupancy or would otherwise breach these Terms & Conditions.
The guest who made the booking is responsible for the behaviour and actions of all members of their party and any visitors they invite to the property.
CHILDREN
Circles welcomes children. We recommend children are aged 8 and over due to the design of the villas.
Because the villas include private pools, roof terraces, stairs and other potentially hazardous areas, children must be supervised by a responsible adult at all times.
Parents and guardians remain responsible for the safety and supervision of children during their stay.
We can provide cots on request for babies, with the recommendation that babies aren’t yet crawling.
PRIVATE POOLS
Each villa has its own private plunge pool. There is no lifeguard or pool attendant, and guests use the pools at their own risk.
Children must be supervised by a responsible adult at all times when in or around the pool area.
Diving, jumping, running or other unsafe behaviour around the pool is not permitted.
Glassware, crockery and other breakable items must not be taken into or immediately around the pool.
Guests should not use the pool while under the influence of alcohol or any substance that may impair their judgement or coordination.
Guests must not sit, stand or climb on pool edges, walls, planters or other structures not designed for that purpose.
Pool equipment and safety systems must not be tampered with or altered.
Guests must follow any pool safety instructions provided by Circles.
Circles reserves the right to restrict use of the pool where we reasonably consider that behaviour presents a risk to guests, staff or property.
Any accident, injury or damage involving the pool should be reported to Circles immediately.
ROOF TERRACES & OUTDOOR AREAS
Each villa has private outdoor areas, including gardens and terraces. Villa Sagara also has a roof terrace with an outdoor dining area.
Guests use all outdoor areas at their own risk and should take appropriate care, particularly around steps, elevated areas and wet surfaces.
Children must be supervised by a responsible adult on roof terraces, outdoor terrace areas, gardens, stairs and other elevated areas.
Guests must not climb, sit, stand or lean on railings, balustrades, parapets, walls or other structures not designed for that purpose.
Furniture must not be placed against railings or edges or used to gain additional height.
Running, rough play or other unsafe behaviour is not permitted on roof or outdoor terrace areas or around elevated areas.
Guests should take extra care during or following rain when surfaces may be wet or slippery.
Outdoor furniture and equipment must not be moved or used in a way that creates a safety risk.
Roof or outdoor terrace areas must not be used for parties or events without prior written approval from Circles.
Circles reserves the right to restrict access to outdoor areas where weather, maintenance or other circumstances make them unsafe.
Any accident, injury or damage should be reported to Circles immediately.
KITCHENS
Each villa has a private kitchen for the use of registered guests.
Guests are asked to use all kitchen appliances, equipment and utensils responsibly and in accordance with any instructions provided.
Cooking appliances must not be left unattended while in use.
Guests must not use candles, open flames, portable cooking equipment or other potentially hazardous items inside the villa unless specifically provided by Circles.
Kitchen appliances and equipment must not be moved, dismantled or altered.
Guests must take reasonable care to avoid damage, excessive mess or staining to kitchen surfaces, furnishings and equipment.
Any breakage, damage or malfunction should be reported to Circles as soon as possible.
Guests are responsible for any damage resulting from misuse or failure to follow reasonable safety instructions.
PARTIES, EVENTS & NOISE
Circles is intended as a peaceful villa stay and is located within a residential community.
Parties, events, celebrations, commercial activities, photo shoots or gatherings involving people who are not registered guests are not permitted without our prior written approval.
Guests are asked to respect our neighbours and keep noise to a reasonable level at all times.
Music and other noise must be kept at a considerate level, particularly during the evening and night.
We reserve the right to require guests to reduce noise or cease an activity that is causing unreasonable disturbance to other guests or local neighbours.
Serious or repeated disturbance may result in the termination of the stay without refund.
SMOKING
Smoking is strictly prohibited inside all Circles villas.
Smoking is permitted only in designated outdoor areas and cigarettes must be disposed of safely.
If smoking inside a villa results in additional cleaning, deodorising or other reinstatement costs, a LKR 70,000 smoking and deep-cleaning fee will be charged to the payment card used for the reservation.
This charge does not limit our right to recover additional costs where smoking has caused damage beyond the normal scope of cleaning.
PETS
Pets are not permitted at Circles unless expressly agreed in writing in advance.
Assistance or service animals should be discussed with us before booking so that appropriate arrangements can be considered.
DAMAGE, LOSS & EXCESS CLEANING
Guests are expected to take reasonable care of the villa, its contents and its facilities.
Guests are responsible for any damage, loss or breakage caused by themselves or members of their party, other than reasonable wear and tear.
This includes, without limitation:
Damage to furniture, fixtures or fittings;
Breakage or loss of items belonging to Circles;
Damage to outdoor furniture or pool equipment;
Damage to kitchen appliances, equipment or utensils;
Stains or damage to bedding, towels, rugs, carpets or soft furnishings;
Excessive cleaning required as a result of the guest’s actions;
Damage caused by smoking inside a villa; and
Damage resulting from misuse of the villa or its facilities.
Where damage or loss occurs, we reserve the right to charge the reasonable cost of repair, specialist cleaning or replacement to the payment card used for the reservation.
Where possible, we will notify the guest and provide details of the relevant charge.
This does not limit the guest’s responsibility for damage discovered after departure where there is reasonable evidence that the damage occurred during their stay.
PERSONAL BELONGINGS
Guests are responsible for their own personal belongings during their stay.
Circles cannot accept responsibility for personal items that are lost, damaged or stolen, except to the extent that such liability cannot lawfully be excluded.
Guests are advised not to leave valuable items unattended and to use the safety facilities provided where available.
Security safes are provided in each villa. Guests are responsible for their usage.
PARKING & VEHICLES
Each villa has one designated parking space.
Vehicles are parked at the owner’s risk.
Circles does not accept responsibility for loss of or damage to vehicles or their contents, except to the extent that such liability cannot lawfully be excluded.
Guests are responsible for ensuring that vehicles are parked only in designated areas and do not obstruct access for other guests, staff or neighbouring properties.
ACCESS, MAINTENANCE & REPAIRS
For safety, maintenance, housekeeping or other legitimate operational reasons, Circles staff or authorised contractors may need to access a villa or its outdoor areas during a guest’s stay.
We will endeavour to provide reasonable notice wherever practicable, except where immediate access is required for an emergency, safety issue or urgent repair.
Guests must not interfere with, disable or alter safety equipment, electrical installations, pool equipment, locks or other property systems.
THIRD-PARTY SERVICES & ACTIVITIES
Circles may provide information about or assist guests with arranging external services such as airport transfers, drivers, excursions, surf lessons, wellness treatments, restaurants or other activities.
Unless expressly stated otherwise, these services are provided by independent third parties.
Circles is not responsible for the acts, omissions, availability, performance or safety of independent third-party providers, and guests should satisfy themselves that any activity or service is appropriate for their circumstances.
TRAVEL DOCUMENTS, IDENTIFICATION & INSURANCE
Guests are responsible for ensuring that they have all necessary passports, visas, permits, travel documents and other requirements for entry into Sri Lanka.
Guests may be required to provide valid identification and/or passport details at check-in where required by applicable Sri Lankan law or reasonably requested by Circles for registration and security purposes.
Guests are also responsible for arranging appropriate travel and medical insurance.
We strongly recommend insurance that provides cover for cancellation, medical expenses, personal belongings, travel disruption and other risks associated with international travel.
COMPLAINTS & PROBLEMS DURING YOUR STAY
We want guests to have an enjoyable stay and ask that any problem or concern is brought to our attention as soon as possible.
Where reasonably possible, we will have an opportunity to investigate and resolve an issue during the guest’s stay.
Complaints made only after departure may limit our ability to investigate or remedy the matter.
Guests should contact the Circles team promptly if there is a maintenance issue, cleanliness concern, missing item or other problem with the villa.
WEBSITE INFORMATION
We make reasonable efforts to ensure that information, photographs and descriptions published on our website are accurate.
However, photographs and descriptions are intended as a general representation of the accommodation and facilities. Minor differences in furnishings, décor, landscaping or other details may occur.
Website availability and pricing may change without notice until a booking has been confirmed.
PHOTOGRAPHY & COMMERCIAL USE
Guests may take photographs and videos for their own personal use during their stay.
Commercial photography, professional photo shoots, filming, content production, advertising or other commercial use of the property requires prior written permission from Circles.
The property must not be used as a venue for commercial activity without our prior written agreement.
PROHIBITED USE
Guests must not:
Use the villa for any unlawful purpose;
Sublet or re-sell the accommodation;
Exceed the permitted occupancy;
Hold an unauthorised party or event;
Cause unreasonable disturbance to neighbours;
Damage or interfere with property, equipment or safety systems;
Bring prohibited or dangerous items onto the property;
Use the property for commercial purposes without prior written approval; or
Engage in any activity that could reasonably endanger other guests, staff, neighbours or property.
A serious breach of these Terms & Conditions may result in the immediate termination of the stay without refund, without prejudice to any other rights or remedies available to Circles.
FORCE MAJEURE
Circles shall not be liable for failure or delay in performing its obligations where this is caused by circumstances beyond its reasonable control.
Such circumstances may include natural disasters, severe weather, government restrictions, civil unrest, acts of terrorism, epidemic or pandemic restrictions, fire, major utility failure, infrastructure failure, or other events that could not reasonably have been prevented or overcome.
Where such circumstances occur, we will communicate with affected guests and use reasonable efforts to find an appropriate solution.
This clause does not remove any rights a guest may have under applicable law.
GOVERNING LAW
These Terms & Conditions and any booking made with Circles shall be governed by the laws of Sri Lanka, unless applicable law requires otherwise.
Any dispute arising in connection with a booking or these Terms & Conditions shall be subject to the jurisdiction of the courts of Sri Lanka, subject to any mandatory rights or protections available to the guest under applicable law.
SEVERABILITY
If any provision of these Terms & Conditions is found to be invalid, unlawful or unenforceable, that provision shall be interpreted or modified to the minimum extent necessary to make it enforceable, where legally possible.
The remaining provisions shall continue in full force and effect.
CHANGES TO THESE TERMS
We may update these Terms & Conditions from time to time.
The Terms & Conditions applicable to a booking are those in effect and provided to the guest at the time the reservation is confirmed, unless a subsequent change is required by law or expressly agreed with the guest.
By confirming a reservation with Circles, you acknowledge that you have read and agreed to these Booking Terms & Conditions.