Last Updated: 23 May 2025

The following definitions apply throughout these Terms and Conditions, regardless of whether the terms are used in the singular or plural form:

• “Guest”, “User”, “Member”, or “Person”

Refers to any individual who reserves or books one or more services offered through the official website or via an online travel agency.

• “Lead Guest”

Refers to the individual aged 21 or over who signs the rental agreement and accepts full responsibility for all guests included in the booking.

• “Pico Blue Ocean”, “Property”, “House”, or “Accommodation”

Refers to the holiday rental property known as Pico Blue Ocean, located at Casa do Mar, Rua Manuel Jorge Nascimento, No. 1, 9940-362 São Roque, Pico Island, Azores, Portugal.

• “Owner”

Refers to the individual legally responsible for managing and offering the property for rent.

Registered Owner and Manager: Raul Acácio Ribeiro Gonçalves

Tax Identification Number: 140509038

VAT Number: PT140509038

• “Website”

Refers to the official website www.picoblueocean.com, as well as any associated platforms on which the property is listed, including but not limited to: Airbnb, VRBO, Booking.com, Expedia, and Google Business.

Arrival and Check-In Process

• All check-ins will be performed digitally. As required by Portuguese authorities, all guests must complete the SEF (Foreigners and Borders Service) / SIBA registration prior to arrival. This is a legal requirement for accommodation providers in Portugal.

• Guests will receive a digital check-in form in advance. It is the responsibility of the lead guest to ensure all required information for every guest is submitted accurately and on time.

• Identification Requirement: All guests are required to provide a valid form of identification as part of the digital check-in process, such as a passport, national ID card, or other official document.

• Check-In Time: Standard check-in is from 4:00 PM onwards. If you plan to arrive earlier, you may leave your luggage at Pico Blue Ocean (address provided in the rental agreement) and are kindly asked to inform the booking manager of your estimated arrival time in advance.

• Early Check-In: Guests may request an early check-in up to 24 hours prior to arrival. Approval is subject to availability and, if granted, may incur a half-day rental fee.

Departure and Check-Out Process

• Check-Out Time: Guests are required to check out between 8:00 AM and 11:00 AM. Adherence to this timeframe ensures the property is properly prepared for incoming guests.

• Strict Check-Out Policy:

– A 50% charge of the nightly rate applies if check-out occurs after 11:00 AM.

– If the guest remains on the property past 3:00 PM, a full-day rental charge will apply, subject to prior approval.

• Check-Out Procedure: Guests are requested to inform the booking manager in advance of their intended check-out time to allow for property inspection and key collection.

• Late Check-Out: Guests may request a late check-out up to 24 hours before departure. Approval is subject to availability, and a half-day rental fee will apply for departures up until 6:00 PM.

Flexibility with Check-In and Check-Out

• Early check-in or late check-out may be granted on a discretionary basis, depending on availability. These exceptions do not override the official check-in and check-out policies or applicable fees.

• All requests for early check-in or late check-out must be made no more than 24 hours in advance and are subject to approval by Pico Blue Ocean.

• Guests must inform the owner of any special intentions, delays, or changes to arrival or departure times by emailing picoblueocean@gmail.com.

Pico Blue Ocean maintains strict occupancy limits to ensure guest comfort, safety, and the quality of the overall experience.

• Maximum Occupancy: The property accommodates a maximum of 4 guests, which may consist of:

– Up to 4 adults, or

– 2 adults and 2 children

• Sleeping Arrangements:

– 2 adults may sleep in the main bedroom, which is furnished with a king-size bed.

– An additional 2 adults (or children) may sleep on the double sofa bed located in the living room.

• Exceeding Occupancy: Exceeding the maximum occupancy without prior written approval is not permitted. Pico Blue Ocean reserves the right to require any unauthorised guests to vacate the property immediately, without refund. A penalty equal to the full nightly rate will apply for each unauthorised additional guest. Any requests to exceed the stated limit must be submitted in advance for consideration and written approval.

• Age Classifications:

– Adults: 13 years and older

– Children: 2 to 12 years

– Infants: 0 to 2 years

• Children and Infants: Children and infants may stay free of charge, provided they are declared at the time of booking and do not cause the total occupancy to exceed the permitted limit. One infant sleeping in a travel cot may be allowed in addition to the maximum occupancy, subject to prior approval.

Guest Responsibility

1. The lead guest is responsible for ensuring all members of their group follow the property’s security guidelines. This includes keeping all doors and windows securely closed and locked when not in use.

2. Keys

   One set of keys to the main entrance will be provided at check-in. If the keys are lost, the guest must inform the management team immediately. A replacement fee will be charged based on the cost of new keys, supported by an official receipt.

3. Staff Access

   On occasion, staff or authorised service providers may require access to the property for maintenance. At least 24 hours’ notice will be given whenever possible. In urgent situations, access may be required without prior notice but will be arranged at a reasonable time.

Pico Blue Ocean requires a minimum stay of 2 nights for all advance bookings.

Exceptions to this policy may be considered on a case-by-case basis.

Guests wishing to book a shorter stay are welcome to submit a request by email.

Approval will depend on availability and the specific circumstances of the booking.

Please contact picoblueocean@gmail.com for any special enquiries regarding shorter stays.

Pico Blue Ocean strongly recommends that all guests obtain trip cancellation insurance to protect their holiday investment against unexpected events. These may include illness, injury, loss of employment, bereavement, cancelled or delayed flights, and other unforeseen circumstances such as force majeure events (e.g. natural disasters, strikes, or severe weather conditions) that may result in the cancellation of a confirmed reservation and the loss of payments made.

In addition, we recommend that guests take out comprehensive medical insurance to ensure coverage for any medical emergencies or health-related issues that may arise during their stay.

These insurance policies provide valuable financial protection in situations where we are unable to offer refunds or assistance. For your peace of mind, we encourage all guests to consider both types of coverage before travelling.

Effective Date: 23 May 2025

This Privacy Policy outlines how Pico Blue Ocean collects, uses, stores, and protects your personal information in compliance with the General Data Protection Regulation (GDPR) and relevant Portuguese legislation. It applies to data collected through our website, direct communications, bookings via third-party platforms, and during your stay.

1. Business Information

Pico Blue Ocean

Casa do Mar, Rua Manuel Jorge Nascimento, No. 1

9940-362 São Roque, Pico Island, Azores, Portugal

Email: picoblueocean@gmail.com

Owner: Raul Acácio Ribeiro Gonçalves

Tax Identification Number (TIN): 140509038

VAT Number: PT140509038

2. What Personal Data We Collect

We may collect and process the following types of personal data:

• Identification data – such as full name, nationality, date of birth, passport or ID number (required by law)

• Contact details – such as email address, phone number, and postal address

• Booking information – including check-in/check-out dates, guest count, and preferences

• Payment data – handled securely through third-party payment processors

• Communication history – including emails, messages, and notes from contact forms or platforms

• Website data – such as IP address, browser type, and browsing behaviour for analytics purposes

3. Legal Basis for Processing

We process personal data based on:

• Performance of a contract – to fulfil your reservation and provide our services

• Legal obligations – to comply with Portuguese tourism regulations, including SEF

• Legitimate interest – to improve our service and maintain contact

• Consent – for optional uses, such as marketing communications

4. SEF Registration and Legal Compliance

In accordance with Law 23/2007 and Ordinance 287/2007, we are required by Portuguese law to collect and submit guest identification data to Serviço de Estrangeiros e Fronteiras (SEF). This data will be transmitted securely through the SIBA platform and stored in line with national legal requirements.

5. Use of Personal Data

We use your data to:

• Process reservations and communicate booking confirmations

• Comply with local legal requirements

• Improve guest service and respond to requests

• Ensure smooth check-in and guest support

• Send service updates and, where consented, promotional offers

6. Data Sharing

We do not sell your personal data. Data may be shared only with:

• SEF and other legal authorities when required

• Booking platforms (e.g. Airbnb, Booking.com, Expedia)

• Payment service providers

• Service professionals under contract (e.g. cleaning or maintenance teams)

• Professional advisors (e.g. accountants) for legal or regulatory compliance

When you book via a third-party platform, your data is also subject to their privacy policy. We recommend reviewing their terms separately.

7. Cross-Border Data Transfers

Some service providers (e.g. booking platforms or email providers) may store or process data outside the European Economic Area (EEA). In these cases, we ensure that your data is protected by appropriate safeguards, such as Standard Contractual Clauses or equivalent legal mechanisms.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined above, including legal, tax, and operational requirements. SEF data is stored in compliance with Portuguese regulations.

9. Your Rights Under GDPR

You have the right to:

• Request access to your personal data

• Request correction of inaccurate or incomplete information

• Request deletion of your data where applicable

• Object to or request restriction of processing

• Withdraw consent at any time, where processing is based on consent

• Lodge a complaint with a data protection authority

To exercise your rights, contact us at picoblueocean@gmail.com.

10. Children’s Privacy

We do not knowingly collect personal information from children under the age of 16 without verified parental consent. If we become aware that such information has been provided without consent, we will delete it promptly.

11. Cookies and Website Tracking

Our website may use cookies or analytics tools to track performance and improve user experience. You may disable cookies through your browser settings at any time.

12. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in legal or operational practices. Updates will be posted on our website, and where necessary, notified by email.

• Occupancy limits: The maximum occupancy for Pico Blue Ocean is strictly enforced. Guests must not exceed the number of occupants stated in the confirmed booking. The property accommodates up to 4 guests, either 4 adults or 2 adults and 2 children. Additional guests may only be allowed with prior written approval.

• House parties and gatherings: House parties and unapproved gatherings are not permitted. Any event or gathering involving individuals not included in the booking must be approved in advance by Pico Blue Ocean management.

• Non-smoking policy: Pico Blue Ocean is a non-smoking property. Smoking is only permitted in designated outdoor areas, such as the terrace or balcony, and guests are asked to dispose of cigarette waste responsibly.

• No pets: Pets are not permitted on the property.

• Noise policy: To ensure a peaceful experience for all guests and neighbours, excessive noise, especially outdoors, should be kept to a minimum after 10:00 PM.

• Age requirement: The lead guest must be at least 21 years old to enter into the rental agreement and assume responsibility for all members of the booking.

Guests are expected to treat Pico Blue Ocean with care and respect. During their stay, they are responsible for the condition of the property and all its contents, including furniture, appliances, decor, and amenities.

• Missing items: Guests will be held liable for the full replacement cost of any items that are removed or found to be missing from the property.

• Broken or damaged items: Guests will be responsible for the cost of repairing or replacing any items that are damaged or broken beyond normal wear and tear.

In the event of any damage or loss, guests must notify the management team as soon as possible. Delayed or non-disclosure may result in additional charges.

We appreciate your cooperation in maintaining the quality and comfort of Pico Blue Ocean for all future guests.

Once a reservation is made with Pico Blue Ocean, the guest will receive an email confirmation containing full details of the booking.

We recommend reviewing the terms and conditions carefully for your reference and to ensure a smooth and enjoyable stay.

Guests will also receive a separate email with essential information about the property, check-in process, local guidance, and a direct contact for the property manager. This helps ensure clear communication and a personalised welcome.

A minimum of 48 hours’ notice is required for all booking requests. However, Pico Blue Ocean reserves the right to accept last-minute bookings at its discretion, depending on availability and feasibility.