privacy statement - terms and conditions

TERMS & CONDITIONS

BY BOOKING ACCOMMODATION ONLINE THROUGH WWW.ETHOSHOTELS.CO.UK OR THROUGH OUR BOOKING LINE + 44 (0) 845 000 0000 OR + 44 (0) 1865 240860 OR VIA E-MAIL YOU AGREE TO THE FOLLOWING TERMS AND CONDITIONS - PLEASE READ THEM CAREFULLY. ALL BOOKINGS ARE SUBJECT TO THESE BOOKING CONDITIONS. THE FOLLOWING BOOKING CONDITIONS FORM THE BASIS OF YOUR BOOKING CONTRACT WITH ETHOS HOTELS LIMITED OF 59 WESTERN ROAD, GRANDPONT, OXFORD, OX1 4LF. IN THESE TERMS AND CONDITIONS "WE", "US", AND "COMPANY" REFERS TO ETHOS HOTELS LIMITED, A UK REGISTERED COMPANY, AND "YOU" REFERS TO THE CUSTOMER BOOKING A RESERVATION THROUGH US DIRECTLY THROUGH THIS WEBSITE, AND INDIRECTLY THROUGH ANY OF OUR AFFILIATES THROUGH WHOM WE PROVIDE OUR PRODUCTS AND SERVICES. ADDITIONAL TERMS AND CONDITIONS REGARDING THE COLLECTION AND USE OF INFORMATION MAY ALSO BE PROVIDED TO GUESTS STAYING IN OUR HOTELS.

GENERAL

THE TERMS AND CONDITIONS DETAILED BELOW APPLY TO ALL ONLINE BOOKINGS AT WWW.ETHOSHOTELS.CO.UK AND ALL BOOKINGS MADE DIRECTLY WITH RESERVATIONS AND INDIRECTLY THROUGH OUR AFFILIATES.

• WHEN YOU MAKE A BOOKING, YOUR CONTRACT (WHICH SHALL INCLUDE THESE TERMS AND CONDITIONS) WILL BE WITH ETHOS HOTELS LIMITED OF 59 WESTERN ROAD, GRANDPONT, OXFORD, OX1 4LF (REFERRED TO IN THESE TERMS AND CONDITIONS AS ETHOS).

• ALL RATES OFFERED ON THIS WEBSITE INCLUDE VAT AND ARE CORRECT AT THE TIME THEY ARE FIRST ADVERTISED.

• PRICES ADVERTISED ARE PER ROOM PER NIGHT AND INCLUDE VAT.

• ALL THE INFORMATION PROVIDED BY CLIENTS IS THEIR RESPONSIBILITY AND SHOULD BE CORRECT AT THE TIME OF SUBMISSION, IN PARTICULAR THE E-MAIL ADDRESS. ETHOS CANNOT BE HELD RESPONSIBLE FOR MISSING OR DELAYED EMAILS. YOU WARRANT THAT YOU ARE AT LEAST 18 YEARS OLD AND POSSESS THE LEGAL AUTHORITY TO ENTER INTO THIS AGREEMENT AND TO USE THIS WEBSITE IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THIS AGREEMENT.

• ALL THE CREDIT OR DEBIT CARD INFORMATION PROVIDED BY CLIENTS IS THEIR RESPONSIBILITY AND SHOULD BE CORRECT AT THE TIME OF SUBMISSION. WE CANNOT BE HELD RESPONSIBLE FOR ANY RESERVATION CANCELLED OR REJECTED DUE TO INCORRECT OR INVALID DETAILS. THE CREDIT OR DEBIT CARD WILL BE USED TO GUARANTEE THE BOOKING SUBJECT TO THE CANCELLATION POLICY DETAILED BELOW.

• ANY CHANGES TO THE DETAILS SUPPLIED SHOULD BE FORWARDED AS SOON AS POSSIBLE, EITHER BY E-MAIL OR BY USING YOUR USERNAME AND PASSWORD ON THE RELEVANT SECTION OF OUR WEBSITE.

• PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE. HOWEVER, YOUR PRICE IS GUARANTEED ONCE YOU ARE GIVEN A CONFIRMATION NUMBER.

• FOR THE AVOIDANCE OF DOUBT, YOUR PRICE DOES NOT INCLUDE ANY INCIDENTAL CHARGES, WHICH YOU MAY INCUR DURING YOUR STAY. SUCH CHARGES WILL BE PAYABLE BY YOU UPON CHECK-OUT. IN THE EVENT THAT YOU FAIL TO PAY ANY SUCH INCIDENTAL CHARGES, IT IS A CONDITION OF YOUR CONTRACT WITH ETHOS THAT YOU IRREVOCABLY AUTHORISE ETHOS TO DEBIT YOUR CREDIT OR DEBIT CARD FOR THE AMOUNT OF ANY SHORTFALL.

• RESERVATIONS WILL BE DEEMED COMPLETE AND EFFECTIVELY COMMUNICATED TO YOU FOR ALL PURPOSES AT THE TIME WE SEND THE CONFIRMATION TO THE EMAIL ADDRESS YOU PROVIDE IN YOUR RESERVATION FORM, WHETHER OR NOT YOU RECEIVE IT. THEREFORE CLIENTS ARE ADVISED TO MAKE SURE THAT THE E-MAIL ADDRESS IS CORRECT. PLEASE ENSURE YOU CONTACT US AS SOON AS POSSIBLE IF YOU DO NOT RECEIVE YOUR CONFIRMATION AS YOU WOULD REMAIN LIABLE FOR ANY NON-ARRIVALS, AMENDMENT OR CANCELLATION CHARGES WHETHER OR NOT YOU RECEIVE YOUR CONFIRMATION.

• WE ARE UNABLE TO STOP YOU FROM MAKING MORE THAN ONE BOOKING FOR THE SAME TIME OF TRAVEL AT THE SAME OR DIFFERENT PROPERTIES, AND IN THAT CASE NO REFUND WILL BE GIVEN.

• WE REQUIRE CLIENTS TO DOUBLE CHECK ALL CONFIRMATIONS. IT IS THE CLIENT'S RESPONSIBILITY TO ENSURE THAT ALL DETAILS ARE CORRECT AND THE CONFIRMATION IS CONSISTENT WITH THE CLIENT REQUIREMENTS.

PAYMENT

• A PRE-AUTHORISATION FEE WILL BE REQUIRED AT THE POINT OF GUESTS CHECKING IN TO COVER ANY EXTRAS OR INCIDENTALS ABOVE THE TOTAL AMOUNT PAYABLE FOR THE DURATION OF YOUR STAY.

• YOUR BOOKING WILL BE GUARANTEED AGAINST A CREDIT OR DEBIT CARD, SUBJECT TO THE CANCELLATION POLICY DETAILED BELOW. YOU WILL BE ASKED FOR A PRE-AUTHORISATION FOR YOUR ACCOMMODATION WHEN YOU CHECK IN. IF YOU WISH TO CHECK OUT BEFORE YOUR RESERVED DATE OF DEPARTURE, PLEASE NOTIFY US AS SOON AS POSSIBLE. PROVIDING YOU HAVE INFORMED THE HOTEL BEFORE 11 AM ON THE DAY PRIOR TO YOUR NEW DATE OF DEPARTURE, THE UNUSED ACCOMMODATION CHARGES WILL BE REFUNDED TO THE SAME PAYMENT CARD USED ON CHECK IN. IF PAYMENT WAS MADE BY CASH, CHEQUE OR BY OTHER MEANS, THEN A CHEQUE FOR THE BALANCE DUE WILL BE FORWARDED TO YOU BY POST WITHIN 14 DAYS OF YOUR DEPARTURE. IF YOU DO NOT NOTIFY THE HOTEL BEFORE 11 AM ON THE DAY PRIOR TO DEPARTURE THEN ONE NIGHT ACCOMMODATION CHARGE WILL BE RETAINED AS A LATE CANCELLATION FEE, AND ANY REMAINING NIGHTS WILL BE REFUNDED AS ABOVE.

GUESTS WITH DISABILITIES

• WE OFFER LEVEL ACCESS TO CERTAIN BEDROOMS AND BATHROOMS. GUESTS WITH RESTRICTED MOBILITY OR OTHER PARTICULAR REQUIREMENTS SHOULD INFORM ETHOS IN ADVANCE. PLEASE CALL THE HOTEL DIRECT FOR DETAILS.

PETS

• WITH THE EXCEPTION OF WORKING DOGS FOR PEOPLE WITH DISABILITIES, OUR HOTEL DOES NOT ACCEPT PETS, UNLESS BY PRIOR ARRANGEMENT.

CAR PARKING

• WE DO NOT PROVIDE CAR PARKING FACILITIES. PLEASE SEE PARKING SUGGESTIONS ON THE ETHOS WEBSITE.

CHECKING IN AND OUT

• ROOMS ARE AVAILABLE FROM 15.00 HRS ON THE DAY OF ARRIVAL. ROOMS MUST BE VACATED BY 11:00 HRS ON THE DAY OF DEPARTURE.

SMOKING POLICY

• ETHOS IS A NON-SMOKING HOTEL. ETHOS RESERVES THE RIGHT TO CHARGE A GUEST WHO IS FOUND TO BE SMOKING IN A ROOM OR PUBLIC AREA FOR THE ADDITIONAL CLEANING CHARGES THAT THE HOTEL WILL INCUR. SHOULD A GUEST CONTINUE TO SMOKE IN A ROOM OR PUBLIC AREA, ETHOS RESERVES THE RIGHT TO HAVE THE GUEST REMOVED FROM THE HOTEL.

CANCELLATION, NO-SHOWS AND CHANGES POLICY

SHOULD YOU WISH TO MAKE ANY CHANGES TO YOUR CONFIRMED BOOKING, PLEASE NOTE THE FOLLOWING TERMS AND CONDITIONS:

• RESERVATIONS MADE MAY BE MODIFIED OR CANCELLED WITHOUT PENALTY UP TO 2PM 2 DAYS PRIOR TO THE DAY OF YOUR ARRIVAL (2PM GMT).

• RESERVATIONS MADE LATER THAN 2PM 2 DAYS PRIOR TO THE DAY OF YOUR ARRIVAL MAY NOT BE MODIFIED OR CANCELLED WITHOUT A CHARGE BEING MADE TO THE DEBIT OR CREDIT CARD USED TO GUARANTEE YOUR RESERVATION.

• IF YOU FAIL TO CANCEL AND DO NOT SHOW UP, YOU WILL BE CHARGED 1 NIGHTS ACCOMMODATION IF YOUR BOOKING WAS FOR 1, 2 OR 3 NIGHTS AND YOU WILL BE CHARGED FOR 2 NIGHTS ACCOMMODATION IF YOUR BOOKING WAS FOR 4-8 NIGHTS. FOR STAYS OF NINE NIGHTS OR MORE YOU WILL BE CHARGED 30% OF THE TOTAL BOOKING.

• FOR THE AVOIDANCE OF DOUBT, IF YOUR DATE OF ARRIVAL IS ON THE 4TH OF THE MONTH, FOR EXAMPLE, THE LAST DATE WHICH YOU CAN CANCEL WITHOUT PENALTY IS THE 1ST OF THE MONTH. BOOKINGS CANCELLED, IN THIS EXAMPLE, ON THE 2ND OR 3RD OF THE MONTH WILL BE CHARGED TO THE CREDIT OR DEBIT USED TO GUARANTEE YOUR RESERVATION.

• ANY REQUEST TO CANCEL A RESERVATION CANNOT BE CONSIDERED COMPLETE UNTIL YOU RECEIVE OUR CANCELLATION CONFIRMATION OR CANCELLATION REFERENCE NUMBER. UNTIL YOU DO SO, YOUR BOOKING WILL STILL BE CONSIDERED VALID AND CANCELLATION PENALTIES MAY BE INCURRED. IF YOU DO NOT RECEIVE A CONFIRMATION OF YOUR CANCELLATION OR CANCELLATION REFERENCE NUMBER WITHIN 24 HOURS OF YOUR INITIAL REQUEST PLEASE ENSURE YOU CONTACT US WITHOUT DELAY.

• CHANGES OR CANCELLATIONS WHERE ADMISSIBLE MAY BE MADE BY EMAIL TO RESERVATIONS@ETHOSHOTELS.CO.UK OR BY PHONE ON + 44 (0) 845 000 0000 OR + 44 (0) 1865 240860. IF YOU MAKE THE BOOKING VIA A 3RD PARTY SITE (I.E A BOOKING AGENCY OR AFFILIATE SITE) YOU MUST CANCEL THROUGH THEM.

CHANGES, BOOK-OUTS AND CANCELLATIONS BY US

• OCCASIONALLY, WE HAVE TO MAKE CHANGES TO AND CORRECT ERRORS IN OUR PUBLICATIONS AND OTHER DETAILS BOTH BEFORE AND AFTER BOOKINGS HAVE BEEN CONFIRMED AND CANCEL CONFIRMED BOOKINGS, AND WE RESERVE THE RIGHT TO DO SO.

• OCCASIONALLY, WE HAVE TO MAKE A "SIGNIFICANT CHANGE". "SIGNIFICANT CHANGES" INCLUDE THE FOLLOWING CHANGES WHEN MADE BEFORE DEPARTURE; A CHANGE OF ACCOMMODATION TO THAT OF A LOWER OFFICIAL CLASSIFICATION OR STANDARD FOR THE WHOLE OR A MAJOR PART OF THE TIME YOU ARE A GUEST, A CHANGE OF ACCOMMODATION AREA FOR THE WHOLE OR A MAJOR PART OF THE TIME YOU ARE A GUEST. IF WE HAVE TO MAKE A SIGNIFICANT CHANGE OR CANCELLATION, WE WILL ADVISE YOU AS SOON AS POSSIBLE. IF THERE IS TIME TO DO SO BEFORE YOUR ARRIVAL, WE WILL OFFER YOU THE CHOICE OF THE FOLLOWING OPTIONS:- 1. (FOR SIGNIFICANT CHANGES) ACCEPTING THE CHANGED ARRANGEMENTS OR 2. PURCHASING AN ALTERNATIVE STAY FROM US, OF A SIMILAR STANDARD TO THAT ORIGINALLY BOOKED IF AVAILABLE. 3. CANCELLING OR ACCEPTING THE CANCELLATION IN WHICH CASE YOU WILL NOT BE CHARGED BY US.

• NO LIABILITY CAN BE ACCEPTED WHERE WE ARE FORCED TO MAKE A CHANGE OR CANCEL AS A RESULT OF UNUSUAL AND UNFORESEEABLE CIRCUMSTANCES BEYOND OUR CONTROL, THE CONSEQUENCES OF WHICH WE COULD NOT HAVE AVOIDED EVEN WITH ALL DUE CARE. NO COMPENSATION WILL BE PAYABLE AND THE ABOVE OPTIONS WILL NOT BE AVAILABLE IF WE CANCEL AS A RESULT OF YOUR FAILURE TO COMPLY WITH ANY REQUIREMENT OF THESE BOOKING CONDITIONS ENTITLING US TO CANCEL (SUCH AS PAYING ON TIME)

• ETHOS RESERVES THE RIGHT TO BOOK YOU INTO ANOTHER HOTEL OF A SIMILAR CATEGORY, SHOULD THE SERVICE OR ACCOMMODATION YOU REQUIRE NOT BE AVAILABLE DUE TO UNFORESEEN CIRCUMSTANCES.

• IN ALL CASES, OUR LIABILITY FOR SIGNIFICANT CHANGES AND CANCELLATIONS IS LIMITED TO OFFERING YOU THE ABOVE MENTIONED CHOICES. WE REGRET WE CANNOT PAY ANY EXPENSES, COSTS OR LOSSES INCURRED BY YOU AS A RESULT OF ANY CHANGE OR CANCELLATION.

OTHER

• WE WILL NOT BE RESPONSIBLE FOR ANY INJURY, ILLNESS, DEATH, LOSS (FOR EXAMPLE LOSS OF ENJOYMENT), DAMAGE, EXPENSE, COST OR OTHER SUM OR CLAIM OF ANY DESCRIPTION WHATSOEVER WHICH RESULTS FROM ANY OF THE FOLLOWING: 1.THE FAULT OF THE PERSON(S) AFFECTED OR ANY MEMBER(S) OF THEIR PARTY OR 2. THE FAULT OF A THIRD PARTY NOT CONNECTED WITH THE PROVISION OF YOUR STAY WHICH WE COULD NOT HAVE PREDICTED OR AVOIDED OR 3. AN EVENT OR CIRCUMSTANCE WHICH WE OR THE SUPPLIER OF THE SERVICE(S) IN QUESTION COULD NOT HAVE PREDICTED OR AVOIDED EVEN AFTER TAKING ALL REASONABLE CARE. 4.THE FAULT OF ANYONE WHO IS NOT CARRYING OUT WORK FOR US (GENERALLY OR IN PARTICULAR) AT THE TIME.

• IN ADDITION, WE WILL NOT BE RESPONSIBLE WHERE YOU DO NOT ENJOY YOUR STAY OR SUFFER ANY PROBLEMS BECAUSE OF A REASON YOU DID NOT INFORM US OF WHEN YOU MADE YOUR BOOKING OR WHERE ANY PROBLEMS YOU SUFFER DID NOT RESULT FROM ANY BREACH OF OUR CONTRACT OR OTHER FAULT OF OURSELVES.

• ETHOS IS NOT LIABLE FOR ANY LOSS OR DAMAGE TO THE PROPERTY OF THE CLIENT OR ANY PERSON AS MAY OCCUR WITHIN THE CONSTRAINTS OF THE HOTEL PROPRIETORS ACT 1956

• IN THE EVENT OF AN INSURANCE CLAIM YOU MUST PROVIDE US AND OUR INSURERS WITH ANY ASSISTANCE WE MAY REASONABLY REQUIRE. YOU MUST ALSO AGREE TO COOPERATE FULLY WITH US AND OUR INSURERS IF WE OR OUR INSURERS WANT TO ENFORCE ANY RIGHTS WHICH ARE TRANSFERRED.

SURVEILLANCE

• IN THE PUBLIC AREAS OF ETHOS, CCTV IS IN OPERATION AND HARD DISK RECORDINGS MAY BE MADE. THIS ACTIVITY IS CARRIED OUT FOR THE SECURITY OF ALL ITS GUESTS AND STAFF.

COMPLAINTS OR COMMENTS

• ANY COMPLAINT OR COMMENT REGARDING A STAY AT ETHOS SHOULD BE MADE IN THE FIRST INSTANCE TO THE HOTEL'S DUTY MANAGER AT THE TIME OF YOUR STAY SO THAT IT CAN BE RESOLVED AT THE TIME. ANY VERBAL NOTIFICATION MUST BE PUT IN WRITING AND GIVEN TO THE DUTY MANAGER AS SOON AS POSSIBLE. IF YOU ARE STILL DISSATISFIED, YOU MUST NOTIFY US AT THE EARLIEST OPPORTUNITY. IF YOU REMAIN DISSATISFIED, HOWEVER, YOU MUST WRITE TO THE GENERAL MANAGER, 59 WESTERN ROAD, GRANDPONT, OXFORD, OX1 4LF WITHIN 7 DAYS OF THE END OF THE STAY YOU HAVE PURCHASED FROM US GIVING YOUR BOOKING REFERENCE AND FULL DETAILS OF YOUR COMPLAINT. WE REGRET WE CANNOT ACCEPT LIABILITY IF YOU FAIL TO NOTIFY THE COMPLAINT OR CLAIM ENTIRELY IN ACCORDANCE WITH THIS CLAUSE.

GUESTS' RESPONSIBILITIES

• WHEN YOU BOOK WITH US, YOU ACCEPT RESPONSIBILITY FOR ANY DAMAGE OR LOSS CAUSED BY YOU OR ANY MEMBER OF YOUR PARTY. FULL PAYMENT FOR ANY SUCH DAMAGE OR LOSS MUST BE PAID DIRECT AT THE TIME TO RECEPTION. IF YOU FAIL TO DO SO, YOU WILL BE RESPONSIBLE FOR MEETING ANY CLAIMS SUBSEQUENTLY MADE AGAINST US (TOGETHER WITH OUR OWN AND THE OTHER PARTY'S FULL LEGAL COSTS) AS A RESULT OF YOUR ACTIONS.

• WE EXPECT ALL GUESTS TO HAVE CONSIDERATION FOR OTHERS. IF IN OUR REASONABLE OPINION OR IN THE REASONABLE OPINION OF ANY OTHER PERSON IN AUTHORITY, YOU OR ANY MEMBER OF YOUR PARTY BEHAVES IN SUCH A WAY AS TO CAUSE OR BE LIKELY TO CAUSE DANGER, UPSET OR DISTRESS TO ANY THIRD PARTY OR DAMAGE TO PROPERTY, WE ARE ENTITLED, WITHOUT PRIOR NOTICE, TO TERMINATE THE STAY OF THE PERSON(S) CONCERNED. IN THIS SITUATION, THE PERSON(S) CONCERNED WILL BE REQUIRED TO LEAVE THE ACCOMMODATION OR OTHER SERVICE. WE WILL HAVE NO FURTHER RESPONSIBILITY TOWARD SUCH PERSON(S). NO REFUNDS WILL BE MADE AND WE WILL NOT PAY ANY EXPENSES OR COSTS INCURRED AS A RESULT OF THE TERMINATION.

• ETHOS MAY SUBSEQUENTLY CHARGE FOR ITEMS WHICH ARE DAMAGED OR GO MISSING DURING YOUR STAY.