Terms and Conditions

Last Revised Date: 19 Jan 2013

Your Booking

The particulars of your booking are detailed in your confirmation. Your booking is made subject to the terms in this paper which also gives some information about the hotel. If your booking is for 6 or more people then our group booking conditions will apply.

Non refundable deposit

Accommodation is offered subject to availability at the time of receiving confirmation and payment of a non-refundable deposit. The amount of the deposit is usually 20% of the cost of the stay. For short breaks and on-line bookings we request the price of the first night’s accommodation as the non-refundable deposit.

The deposit is payable by credit or debit card or by cheque payable to the ‘Whitehall Hotel’.  Please note there is a 2% charge for credit card payments. There is no extra charge for payment by debit card. Please do not send cash in the post.

Payment of the Balance Due

We request full payment of the balance two weeks in advance of the arrival date. Please tell us when you book if you would like us to take this payment using the same card details as used to pay the deposit, or you can give us details of a different card, or send us a cheque three weeks before the arrival date.

Different terms apply for group bookings and special packages – in particular, we request payment of the balance one month before the arrival date.

Cancellation Fee

You may cancel your booking at any time. Cancellations must be received in writing. A cancellation charge will apply as follows:

Cancellation notice before arrival date	Amount of cancellation charge
Up to 4 weeks	20% of holiday cost (or loss of deposit)
27 days – 14 days	50%
13 days – 3 days	75%
2 days or less	100%

Cancellation charges also apply where a cancellation results in under occupancy of a room (e.g. one person in a twin room or double room).

In the unlikely event that we have to change or cancel your reservation, we reserve the right to do so. You may a) accept the changed arrangements as notified, b) make an alternative arrangement with us or c) cancel your reservation and receive a full refund of all monies you have paid to us in respect of this reservation.

Insurance

We strongly recommend that you take out insurance to protect you in the event of unforeseen cancellation. Details of insurance which may be appropriate are enclosed with your confirmation. This provides protection for deposit and cancellation charges in advance of the holiday and also covers you for the holiday period for medical, emergency, personal accident and also for loss of personal property. This insurance is also available for groups. Please contact us for details.

VAT

All prices are inclusive of VAT where applicable.

Children

We are very pleased to welcome children to our hotel. Prices for children are based on the ages of the children at the time of their stay. Discounted prices apply where accommodation is shared with two adults paying full price and where meals are taken from the normal restaurant menu. Other meals for children are available to order and will be charged separately. The hotel has cots and highchairs for babies. There is a charge of £3 per day per cot to cover cot hire. Please let us know when booking if you need to use these items.

Rooms

All rooms have en-suite facilities, towels, TV, hairdryer, tea and coffee making facilities and direct dial telephone. Personal toiletries are not provided but supplies of some items are available at reception.

If you have any special requirements particularly in relation to mobility or special en-suite facilities please let us know at the time of booking.

Guests may request a specific room or garden view for a supplement of £3 per person per night. Whilst every effort is made to meet such booking requests we reserve the right to offer an alternative room when necessary. Any supplements will be removed.

No Smoking

In accordance with legislation both hotels are both entirely smoke free premises and smoking is not permitted anywhere within the building. A charge of £100 to cover cleaning and loss of business will be charged to any guest who smokes on the premises.

Check In & Departure

Rooms are normally available from 2pm on the day of arrival and must be vacated by 10am on the day of departure. If you wish to arrive earlier or depart later then you can normally leave your luggage at the hotel.

Access to the Hotel

Both hotels offer easy access to the town centre, the gardens and the sea front. The Lower Gardens can be accessed directly from the hotel by descending some 35-40 steps (a solid handrail is provided). An alternative, sloping route is available via the pavements alongside public roads.

There is ramped access from outside into reception and to the public areas on the ground floor. There is a lift to most of the bedrooms on the upper floors. However the age and design of the buildings are such that there are some bedrooms and some public areas of the hotel and its grounds where wheelchair access is not possible due to steps with no feasible alternative means of access.

Electric mobility scooters can normally be accommodated at the hotel. Please let us know in advance if you plan to bring or hire such a scooter.

Car Parking

The hotel has its own car park but spaces are limited and availability cannot be guaranteed. It is sometimes necessary to double park cars in order to accommodate as many as possible. At such times you will be asked to leave your car keys at reception.

Alternatively there are several public car parks within 100 yards of the hotel.

Cars are parked at the owner’s risk. The management accepts no responsibility for loss or damage to property or vehicles left in the car park. When the hotel is busy parking is not normally available before 2pm on the day of arrival or after 10am on the day of your departure.

Reception Hours

The hotel reception is generally open from 7:30am until 7:00pm. During the evening please enquire at the bar if reception is unattended. A night porter is on duty most nights to facilitate late arrivals, early departures and other requests arising during the night.

Other Services

Morning coffee, afternoon tea, packed lunches and other refreshments are available to order. Dry cleaning collection, photocopying, faxes, newspapers, postcards and maps are available from reception.

Gratuities Policy

Gratuities are left to the discretion of the guest and no service charges are included. Any gratuities left at reception are distributed fairly and in full to the staff.

Food and Drink

Our menu offers a good selection of traditional home cooked English dishes. At least one vegetarian option is normally available. Please let us know when booking if you have any special dietary requirements.

Meals are normally served between the following times but this is subject to variation without notice when we need to accommodate the requirements of a particular group.

Breakfast	Dinner
8:30 to 9:30 am	6:30 to 7:30 pm

Earlier or later meals can normally be arranged. Please let us know as soon as possible if this is necessary. No allowance is made for inclusive meals not taken.

Meals will generally be taken at the hotel where you are staying. However, we reserve the right to offer meals at only one hotel when small numbers of guests are dining.

Only food and drink purchased from the hotel may be consumed on the premises (including the garden terrace). In particular, for the comfort of other guests, we do not allow take-away food to be consumed in the hotel bedrooms or in any of the public areas.

The hotel is fully licensed and the bar is normally open at lunchtime and until 11:00pm. Hot and cold bar snacks are available to order from noon until 1:30pm.

Dogs

One small, well behaved dog is allowed in certain of the bedrooms at the Whitehall Hotel provided that it is fully house trained and does not cause a disturbance to other guests. Dogs are not allowed in any of the public areas and no catering arrangements can be made. There is a charge of £2 per night for each dog. No other pets are allowed.

Security

The management does not accept responsibility for the loss of money or valuables unless they are deposited in the hotel safe and a receipt issued by the hotel. In such cases cover for valuables is limited to that provided by the hotel’s insurance cover and the hotel management accepts no responsibility for valuables over this limit.

Data protection

We would like to bring to your attention that, as you have made a confirmed booking with us, we will be holding your name and address in our records for administration and accounting purposes. We would also like to use this information so that we can send you brochures, tariffs and details of any special breaks we may offer from time to time. If you do not wish to receive this information please contact us so that your details can be amended on our system.

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