Terms & Conditions
Please read this brief guide. To make your online booking, simply follow the directions, entering the details as prompted. Please allow 12 hours’ notice prior to your expected arrival to process the booking. Confirmation of a booking by the Client is deemed acceptance of these terms and Conditions.
In these Terms of Business, the following words shall mean:
“Hotel(s)” – Hellaby Hall Hotel Ltd.
“Client(s)” – the person, firm or company making a booking or staying at the Hotel
These terms apply to all bookings except to the extent that specific terms apply for a particular booking. Any specific terms and any variations to this agreement must be agreed in writing with the hotel management. Details are available on request via 01777 706333
Confirmation of a booking by the client is deemed acceptance of these terms and conditions.
All published rates include VAT or local service charges at the current rate. Accommodation rates are per room per night with meal plans as indicated.
The Hotel reserves the right to alter prices for any reason up to the date of booking or up to 12 weeks prior to arrival, whichever is the later. After such dates, prices may only be altered to reflect a change in the rate of VAT or local service charge and taxes or for any other reason outside of the control of the Hotel, in which case the changes will be notified to the Client. In the latter event, the Client may cancel the booking without cost.
All rooms and rates offered by the Hotel are subject to availability and the discretion of the Hotel manager. Limited numbers of suitable rooms may be allocated to individual rates, packages or promotions and, when these allocations are taken up, remaining available rooms may be offered to the Client at a higher price.
Bookings must be guaranteed for the first night’s accommodation by a major credit or debit card, by payment of a deposit or by agreement in writing with a company, travel agent or hotel booking agency. At the discretion of the Hotel, full pre-payment may be required. At least 3 working days are required to process credit and debit card payments and 5 working days to process cheque payments.
4. Arrival and departure
Bedrooms are usually available from 3pm local time on the day of arrival. Check out is by 11.00am local time. There may be occasions, at times of high demand, when our Clients can check in and use all the hotel facilities, but the bedroom is still being prepared.
5. Car parking
Our car park is free to residents. The Hotel does not accept responsibility for damage to, or for theft from, or for theft of vehicles parked on Hotel premises.
6. Cancellations, amendments and non-arrivals
When the booking is confirmed, a reservation number will be supplied. This must be retained for access to the booking in the event of the need for cancellation and/or amendment.
Except where a booking has been made using the hotel’s advance purchase rates or wedding packages, there is no charge, and any deposit paid will be returned, if a guaranteed reservation is cancelled at any time up to 2.00pm local time on the day before arrival (please note that group bookings’ cancellation policy is different. Contact the hotel for details).
In the event of non-arrival or cancellation after 2.00pm local time day before arrival and where the booking has been guaranteed, a charge equivalent to one night’s accommodation at the package rate at which the reservation was made will be levied. Normal terms of payment apply to these charges. For this purpose the Hotel reserves the right to set-off the amount payable for such cancellation against the Client’s credit card without prior notice or approval of the Client, where applicable.
If the Hotel cancels before 5.00pm local time on the day before the arrival date, the Hotel’s liability to the Client will be no greater than the amount paid by the client in respect of any booking.
If the Hotel cancels after 5.00pm local time on the day before arrival, the Hotel’s liability will be limited to the charge for one night’s accommodation. Where possible the Hotel may but is not obliged nor will it be liable to find alternative accommodation for the Client in the event that the Hotel is unable to accommodate the Client.
A cancellation number will be provided at the time of cancellation and this should be retained for future reference.
Settlement of the bill in full, less any advance payments must be made prior to departure from the Hotel. Upon arrival the Hotel reserves the right to request preauthorisation of the Client’s credit or debit card or where payment is to be by cash, request the Client to place cash up to an amount of 1.5 times the room rate multiplied by the number of nights booked.
All major credit and debit cards are accepted. We regret that personal cheques are no longer accepted. Company cheques are not accepted without prior clearance (please contact the Hotel prior to arrival). Accounts may only be forwarded for payment on completion by the Client and formal acceptance by the Hotel of an application for credit facilities, which may be withdrawn at any time. Credit facilities are not offered to private individuals.
All sums are due for payment on presentation of the invoice. In the event of any query relating to the invoice, the Client must notify the Hotel within 7 days of the invoice date and the Client’s obligation to pay all outstanding balances immediately will not be affected.
The Hotel may charge interest at a rate of two percentage points per year above Bank of England base rate on any outstanding balance before and after judgement.
Your credit card or billing account details are only retained for the purpose of handling that individual transaction, unless you ask us to keep these details for future purchases which you may make through us.
Personal Information and payment details may be used by the system to determine automatically the appropriate way to fulfil your order.
In order to process a booking, your Personal Information and payment details may be passed to third party service providers and, where we are lawfully requested to do so, regulatory authorities. Such third party service providers will have access to the Personal Information needed to perform the relevant service. They may not, however, use your Personal Information for any other purposes and are required to process your Personal Information in accordance with the Data Protection Act 1998.
Children aged 15 years and under must be accompanied by a responsible adult to ensure that the children’s behaviour is appropriate for other guests within the Hotel. Subject to the availability of suitable accommodation. At the discretion of the Hotel, children may be excluded from certain events or promotions where deemed unsuitable or inappropriate. We do not allow children under the age of 14yrs in the Fretwell Spa.
9. Disabled guest rooms
We have a limited number of disabled guest rooms. However we do have ground floor rooms which are very spacious. We also have ramps into the main hotel and accommodation. There is also a disabled toilet on the ground floor of the hotel.
10. Dogs and other pets
Pets are not accepted in any areas of the hotel or its grounds, with the exception of guide dogs. Clients and guests are asked to check in advance with the Hotel.
The Hotel reserves the right to judge acceptable levels of noise or behaviour of Clients, guests or representatives, who must take all steps for corrective action as requested by the Hotel. In the event of failure to comply with management requests, the Hotel may terminate the booking or stop any event immediately without being liable for any refund or compensation.
It is the policy of the hotel not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability. Clients, their employees, guests and all sub-contractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel may, without incurring any liability to the Client, remove from the Hotel any person or persons offending against this policy.
13. External purchases
No wines, spirits, beers or food may be brought into the Hotel or Hotel grounds by Clients, their guests or representatives for consumption or sale on the premises without the express written consent of the Hotel and for which a charge may be made by the Hotel.
14. Comments and complaints
Any comment or complaint regarding the stay should be made to the General Manager at the time of visit so that the matter can be resolved immediately. E-mail: GM@hellabyhallhotel.co.uk
15. Statutory requirements
The Hotel is subject to statutory controls, including those relating to fire, licensing, entertainment, health, hygiene and safety. These must be strictly observed by Clients, their guests and representatives.
Other than for death or personal injury caused by the negligence of the Hotel, the Hotel’s liability to the Client is limited to the price of the booking.
Unless the Hotel is liable under the above clause, the Client indemnifies the Hotel from and against any and all liability and any claims, proceedings or damages resulting or arising from the booking, event or function, the Client, guests or any outside contractors of the Client.
The Hotel will not be liable for failure to perform to the extent that the failure is caused by any factor beyond its reasonable control.
The Hotel does not accept responsibility whatsoever for damage to, or theft from, or theft of, vehicles parked on the hotel premises.
16a. Damage to hotel property
We reserve the right to charge guests the cost of rectifying damage, caused by the deliberate, negligent or reckless act of the guest to the hotel’s property or structure. Should this damage come to light after the guest has departed, we reserve the right to make a charge to the guest’s credit / debit card, or send an invoice for the amount to the registered address. We will however make every effort to rectify any damage internally prior to contracting specialists to make the repairs, and therefore will make every effort to keep any costs that the guest would incur to a minimum.
16b. Removal of hotel property
We reserve the right to charge guests the cost of replacing any items that are removed from the premises by them without consent. The charge will be the full replacement amount of the missing item, including any carriage charges. Should the fact that the item is missing come to light after the guest has departed, we reserve the right to make a charge to the guests credit / debit card, or send an invoice for the amount to the registered address.
16c. Tampering with fire detection systems and fire fighting equipment
We reserve the right to take action against any guest found to have tampered / interfered with any fire detection equipment throughout the hotel, including detector heads in public areas and bedrooms, break glass points and fire extinguishers. Guests found to have tampered with any fire detection or fire fighting equipment will be charged with any costs incurred by the hotel due to their actions and additionally may be asked to leave the hotel. Depending on the severity of the guest actions, the Police may become involved at the hotel’s discretion. Should the fact that fire fighting or detection equipment had been tampered with come to light after the guest has departed, we reserve the right to make a charge to the guests credit / debit card, or send an invoice for the amount to the registered address.
16d. Third Party Liability
The hotel does not accept any liability for services rendered by third parties to Clients notwithstanding that such services may be arranged by us. Any claim, demand, charge, suit or damages which may be incurred by the Clients or their guest (or any person claiming thereunder) shall be made directly with such third parties and Aston Hall Hotel Ltd shall render all reasonable assistance in this regard.
The client is recommended to have and is responsible for insurance to cover cancellation, curtailment, and loss of baggage, personal effects and money.
18. Data protection
The information provided by the Client may be processed by us for the purposes it has notified to the Information Commissioner. By confirming the booking, the Client consents to this processing of the information. Click here to view our Privacy Statement
Aston Hall Hotel respect the privacy of every individual who visits our website. The data collected about you will be used to firstly fulfil any service you might request e.g. to request a brochure, make a booking etc and secondly to improve how, as a company, we serve you.
Below you will find information on how the data we collect on you is used, and how you might address any concerns you have with regard to the data held. If after consulting the information contained in this policy you have any queries please e-mail Raquel.email@example.com
For your protection we are registered under the Data Protection Act 1998 and have given all appropriate notifications to the Information Commissioner.
Non-disclosure to third parties.
We will under no circumstances give your personal data to third parties. However, unless you specifically ask us not to (and this option is always given) we will use your data to send you further information on us. Any e-mail sent to you will always provide you with the option to unsubscribe. This is in accordance with UK Data Protection Legislation.
How to check the data?
If you would like to obtain a copy of the information we hold on you or you believe that we may be holding personal information about you that is incorrect, you may request details of the personal information held on you by writing to :
Hellaby Hall Hotel
Old Hellaby Lane
Hellaby Hall Hotel Ltd may send you useful product and service information relevant to your booking, including offers and discounts for future bookings through us. We will however NOT provide your details to any third party, except in accordance with our terms and conditions.
If you do not wish to receive this information simply email firstname.lastname@example.org
These terms will be construed in accordance with English law and the Hotel and Client submit to the non-exclusive jurisdiction of the English courts unless the Hotel is in Scotland, where Scottish law applies and the Scottish courts will have non-exclusive jurisdiction.
For Hotels outside the United Kingdom, these terms will be construed in accordance with local law and the Hotel and Client submit to the non-exclusive jurisdiction of the local courts.
20. Internet facilities
Internet facilities are provided by third party providers. Where these facilities are made available the Client acknowledges that there may be disruption to the connection without prior notice and the Hotel shall not be liable whatsoever for such disruption. The Client further undertakes not to use the facility for any fraudulent purpose or in connection with any criminal offence or in contravention of any licence and will indemnify the Hotel against any claim demand suit prosecution arising therefrom. Please read our Internet Access Terms and Conditions
21. Website information
Hellaby Hall Hotel Ltd cannot accept responsibility for any errors or omissions and reserve the right to cancel, amend or vary the arrangements featured in the site without notice.
In these Terms of Business, the following words shall mean:
“Hotel(s)” – Hellaby Hall Hotel Ltd
“Client(s)” – the person, firm or company making a booking or staying at the Hotel
22. Telephone calls
Telephone calls may be recorded and monitored for training purposes.