Cotswold Hotel & Spa

BOOKING TERMS & CONDITIONS

The following Terms and Conditions apply to all bookings made with Cotswolds Hotel & Spa, whether through our web site or directly with the hotel telephonically or by e mail. We kindly request you to please read these terms and conditions prior to making your Booking. By signing a booking form or placing your reservation it is deemed you have accepted the terms and conditions herein.

The Company enters into this Agreement as the principal for Bookings made for the hotel and spa.

In these Terms and Conditions, the following definitions apply:

1. Definitions

“Company” or “we” means Shenley Park Sports Centre Ltd, T/A Cotswolds Hotel & Spa (company no 03796762) whose registered address is Shenley Cricket Centre, Radlett Lane, Shenley, Hertfordshire, WD7 9DW

“Booking” means the booking for accommodation, spa, golf, functions and events or any other services made with us.

“Contract” means the Booking and these Terms, and any other specific terms and conditions stated which apply to the Booking.

“Hotel” means the premises at Cotswolds Hotel & Spa for which your Booking is made.

“Terms” means these terms and conditions.

“Website” means www.cotswoldsclub.co.uk or any other website owned or operated by us relating to the Hotel, Spa or Golf course from time to time.

2. Bookings

All Bookings at the Hotel are subject to these Terms.

At the time of booking or at check-in, we will take your credit/debit card details and you authorise the use of this card for any sums that become owing to us.  We shall also have the right to require full payment in advance or a deposit at the time of booking in certain circumstances, such as for event bookings and group bookings of over 8 rooms, or where the booking includes the supply of Spa packages or other services being provided by us which we may deem as requiring pre-payment.  No booking shall be confirmed until card payment details and/or any deposit/pre-payment required have been provided and validated/funds cleared.

3. Charges

Rates displayed on our websites are correct at the time of publication, rates will vary according to date and availability.  Meals, services or VAT are included only if specified.  Certain rates may be offered with conditions attached such as a minimum length of stay, non-refundable pre-payment, or any condition specified with the booing rate. Rates are quoted and charged in GBP.

VAT will be payable at the prevailing rate applicable at the tax point of the invoice or Booking confirmation issued and may change depending on the actual rate and the VAT applicable for goods and services purchased at that date.

Rates for spa treatments, golf, meals and room service, are available on our websites and within the Hotel and are available on request.

4. Check-in/ Check-out Requirements

Guests may check-in at any time from 3.00 p.m. on the scheduled day of arrival, unless otherwise stated on the booking contract / confirmation.  All rooms that have been secured by credit/debit card or prepaid at the time of booking will he held until 11:59pm on the scheduled day of arrival, unless a late arrival has been notified and agreed directly with the Hotel.

Upon check-in, guests may be requested to confirm their identity by providing their booking reference along with their passport or an identity card/driving license. A valid credit or debit card will be swiped on arrival and may be pre authorised to the amount of the reservation plus £50 per room for extras.

If guests are travelling from outside the UK, Ireland or any country in the Commonwealth, by law we require guests to produce and provide their passport/identity card and details of their next destination.  A copy of guests’ passports/identity card will be taken.  These records will be kept for at least 12 months and may be disclosed or made available for inspection by any police officer or as otherwise required by applicable law in connection with the prevention or investigation of crime.  The information above may be requested for each member of your party over the age of 16 and we reserve the right to refuse entry to persons who cannot provide the information set out above.

On the day of departure, we kindly ask all guests to vacate their rooms by 11.00 am, unless a later departure has been agreed and stated as part of your booking. Late check-out after this time can be requested subject to availability and will be granted at the discretion of the Hotel.

Rooms are subject to maximum occupancy rules. All rooms are for maximum occupancy of 2 persons (excluding infants), unless otherwise stipulated on your booking and agreed by the Hotel.

5. Payment

We accept the following methods of payment: credit cards: MasterCard, Visa; debit cards – Visa/Delta and Visa/Electron.

Where a booking has been made through an affiliate/agent and pre-paid, the credit/debit card used for booking should be presented upon arrival.

Guests accommodation charges and reservation charges for any services pre-booked for your stay, including but not limited to Spa treatments and Golf green fees will be pre authorised against your credit/debit card, along with a £50 per room authorisation for anticipated extras during your stay. We may also choose to accept a cash payment in place of a card authorisation.

During your stay and purchase made will be added to your room bill on a daily basis.  If the cost of purchases exceeds the authorisation taken on check-in, we will automatically request further authorisation, if such authorisation is not available we may request another method of settlement or where this is not able to be provided, we may request a cash payment or internet banking deposit. If a guest fails to provide either, we reserve the right to restrict access to a guest room. If a guest is staying longer than 5 nights, we may request payment of the accumulated room balance at times during a guest stay.

On departure from the Hotel all outstanding charges must be paid for in full. If the outstanding charges do not exceed the authorisation taken on check-in, the authorisation for the amount not utilised will be released. Please note we cannot control how long it takes for your bank to affect the release of the authorisation amount held.

6. Cancellation Policy and No Shows

Our cancellation policy may vary according to the rate that is booked.  Descriptions of any nonrefundable rates are fully displayed along with these rates where advertised.

For standard reservation rates, not advertised with special conditions attached, with the exception of group bookings/event bookings and special packages, guests may cancel a room without charge up to 3.00 p.m. 72 hours prior to the day of arrival. We reserve the right to charge for one night’s accommodation per room booked if the above cancellation requirements are not met. Cancellation and non-arrival charges will be charged to the credit/debit card supplied at the time of booking.

For event/function bookings and group bookings of 8 rooms or more we require a 30% deposit payment for the entire stay/reservation total at the time of the Booking. This is non-refundable. Changes to the booking which reduce the total price of the booking contract by 10% or less will be agreed up to 30 days prior to the arrival date.  Any deposit or pre-payment required is charged to the credit/debit card supplied at the time of the booking or requested to be paid by bank transfer or cheque. Once the balance of any pre-payment is due this becomes non-refundable.  Cancellation or non-arrival will result in the forfeiture of any prepayment made.

7. Changes or Cancellation by the Company

Very occasionally we may need to cancel your Booking for reasons beyond our control.  Should such circumstances arise you will be given a full refund, but we shall have no further liability to you arising out of such cancellation.  We will however, use all reasonable efforts to try and source and offer an alternative, similar standard accommodation for any confirmed Booking cancelled by us. Guests are under no obligation to accept any such offered alternative.

8. Damage

We reserve the right and you hereby authorise us to charge your credit or debit card for any damage incurred to your room or the Hotel, Golf Course or premises during your stay, by any member of your party (including without limitation specialist cleaning) or for any items that are missing when you leave.

We may request a damages deposit for event/function bookings, which will be requested and agreed at the time of booking.

9. Golf Course Use & Events

Guests are not permitted onto the golf course at any time, unless booked to play. Where weddings/ events/functions are taking place in the marquee access to specific areas of the golf course for photographs must be agreed in advance.  Where a bride and groom have been granted permission to go onto the golf course for photographs, it is expected that only the areas agreed for permitted access are entered and that any rules given will be adhered to. An area for wedding photographs for family and friends will be pre-determined and agreed upon booking. Guests booking the Hotel or marquee venue for events are responsible for ensuring all their event guests know and understand the restrictions in place on not walking onto the golf course. The guest who has organised the booking and contract will be deemed responsible for their event guests and any damage sustained to the golf course as a result of non-compliance to the rules will be billed to the booker.  A damage deposit may be required and requested (Please refer to ‘Damages’ section)

9. Accessibility

We have one room designated for disabled access. There are areas of the Hotel that are not accessible for disabled access. Please contact the Hotel team for full information and to discuss your individual requirements so that we can assist and best accommodate your needs.

10. Spa

Guests staying in the Hotel are permitted to use the Spa throughout the duration of their stay, subject to the Spa being open for use and space being available in the Spa. Spa use rules must be adhered to at all times, a copy of which is available at the Hotel reception.  Charges will apply for all treatments booked. Treatments are subject to availability. All treatment bookings are to be made in advance through the Hotel reception.

Children under 14 years of age must be accompanied by an adult at all times.  For health and safety reasons children under 16 are not permitted to use the Sauna. Children under the age of 12 are not permitted to use the spa bath or steam room.

At certain times, facilities may become unavailable due to maintenance, adverse weather conditions or other reasons beyond our control.  Where service are not available, we will always attempt to keep all Hotel guests informed of these circumstances however this may not always be possible.

We advise that if you are booking your stay at the hotel specifically to use our Spa you should notify the reception on booking and check that facilities are expected to be available during your stay.

11. Parking

Parking is available for the duration of your stay. Cars and their contents are left at the owner’s/guests own risk. We do not accept responsibility for loss or damage.

12. Hotel Events

Please be aware that we do host weddings, events and parties at the hotel, if you would like to know if we have an event on during your stay with us please contact the hotel directly in advance of your stay for information. It may be that we take a late event booking which may not have been known at the time of your enquiry, so if you do feel that a wedding or event may be an intrusion on your stay with us, we advise you do check with us the week before your stay.

13. Guest Behaviour

Guests are requested and expected to conduct themselves appropriately at all times and to comply with any Hotel procedures and/or requests with regard to conduct and respect for the property of the Hotel, its employees and guests and their health and safety.  Guests are requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Hotel, or cause offence to other guests or our members of staff.  We do reserve the right to refuse accommodation or services or to remove you and members of your party from the Hotel if, in our reasonable opinion, we consider you to have behaved inappropriately, causing upset to guests, staff or disruption/damage to the hotel and facilities. Where this is the case we shall have no obligation to refund you for lost accommodation, other services or any other loss or expense incurred.

14. No Smoking

Guests are not permitted to smoke in rooms or internal public areas. Smoking is permitted in outside areas. We request guests to please dispose of cigarettes responsibly in cigarette bins/ashtrays provided.

15. Children

All children (a person under 16 years of age) staying at the Hotel must be accompanied by an adult and must be supervised by an adult at all times.

A limited number of cots are available for use in deluxe rooms. As these are subject to availability please enquire at the time of booking in order for us to meet your requirements. Additional cot charges of £10 per night apply.

16. Pets

Guide/Assistance dogs are accepted with prior arrangement, otherwise unfortunately no pets are allowed at the Hotel. We will gladly advise on local kennels.

17. Force Majeure

The Company accepts no liability and will not pay any compensation where the performance of its obligations is prevented or affected directly or indirectly by or as a result of force majeure or any circumstances beyond its reasonable control including, but not limited to, flood, earthquake, extreme adverse weather conditions, natural disasters, other acts of God, acts of terrorism, fire or failure of electric power, gas, water, or other utility service, plant machinery, computers, vehicles or any collapse of building structures.

18. Limitation of Liability

The Company will not be responsible for the loss or damage of any property left in the Hotel other than as required under the Hotel Proprietor’s Act 1956 and the Local London Authorities Act 2004 or any other applicable law.

The Company will not be liable for any indirect, consequential or pure economic loss or any loss of profit, goodwill or opportunity (whether caused by the negligence of the Company, its employees, contractor or agents or otherwise). The Company’s total liability shall not exceed the value of the charges received by it under the Contract.

Nothing contained in the Contract or in any other document referred to or incorporated in it shall be read or construed as excluding any liability for death or personal injury caused by the Company’s negligence or liability for fraud or fraudulent misrepresentation.

19. Governing Law and Jurisdiction

The Contract and any non-contractual obligations arising in connection with it are governed by English law.

The English courts have exclusive jurisdiction to determine any dispute arising in connection with the Contract, including disputes relating to any non-contractual obligations.

Each party irrevocably waives any objection which it may now or later have to proceedings being brought in the English courts.

20. Web Site Information

While all reasonable efforts are taken to ensure the accuracy of information on the Websites, the company does not accept responsibility for errors or omissions and we reserve the right to amend, cancel or vary any of the information on the websites without notice. Please note that in certain circumstances, generic photographic images may be used to represent a particular product within the hotel.

The content of the Websites is the copyright of the Company, and may not be copied, reproduced, published, distributed or amended for any other purpose without our prior written consent.


Contact us

Address

Cotswolds Hotel & Spa
Southcombe
Chipping Norton
Oxfordshire
OX7 5QH

Tel: 01608 642383
Fax: 01608 645422
Email: enquiries@cotswoldsclub.co.uk

By Train

The nearest train stations are Kingham [KGR] and Charlbury [CBY] approximately a 10 minute drive to the Cotswolds Hotel & Spa.

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