Park House Hotel & Spa, Bepton, Nr Midhurst, West Sussex, GU29 0JB.
Registration No 04073955 , VAT registration: 785 8931 62
The processing of your data is necessary for the purposes of the legitimate interests of Park House Hotel. Our privacy statement outlines what this means in practice and explains how we collect, store, manage and protect your data.
The data we hold
If you are a guest or employee, most of the data we hold would have been provided by you. This includes but is not limited to:
- Your name, title, gender and date of birth
- Your home address, email address and telephone numbers
- Health information
Some of the personal data we hold about you has been provided by you during interactions with our employees namely:
- Updates to your contact details. Address, email and phone
- Records of verbal or email conversations/meetings, including personal and philanthropic interests
- Your family and partner/spousal details
- A record of the communications we have sent to you and any responses to such communications
- Your contact preferences
- Your current job title, employer and work email addresses
- Previous role(s) and job title
- What we use your information for
Unless you have requested otherwise, the information you provide is used by the business, to communicate with you. These may include:
- Providing you with the services and information you have requested
- The promotion of benefits and services available to you
- Details of promotions at Park House Hotel
- Distribution of business mailings (e.g. magazine, newsletters)
Data analysis and updating your contact details
To ensure that our communications are relevant to you and your interests, we may use tools that help us track whether the emails we send are opened and which links are clicked within a message. We may also track website visits and use analytical tools, such as Google Analytics, to use this information to improve our website.
How long is personal data held?
Personal data is held in line with our Records Management Policy and Schedule, which is available upon request.
Your right to make changes or ask us to stop using your data
You are in control of your data and have the right to opt-out of all or specific communications types at any point.
You also have the right to request copies of the data we hold about you, to do so please submit a Subject Access Request to the General Manager of Park House Hotel.
If you have a concern about how your data is being handled
You can contact the business via the contact page our website. In addition to this, you can raise any concerns directly with the Information Commissioner’s Office (www.ico.org.uk)
Changes to the Privacy Statement
In the interest of being transparent we may amend this Privacy Statement from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via the Park House Hotel website.
We are required to inform you that we use tracking features called ‘cookies’ on our website.
“Cookies” are tiny, harmless text files sent to your computer or mobile when you visit a website.
This website contains intellectual property which is owned by Park House Hotel. This includes but is not limited to, the design, layout, graphics, photography, copy and downloadable content. It is protected by the intellectual property laws.
You may view, use, download and copy material on this website for personal use or for the purpose of conducting business with us.
Commercial use is not permitted. The re-distribution, re-publication, or otherwise sharing of material on this website to third parties requires our written consent.
Information and Availability
We reserve the right to change the format and the content of the website from time to time. While we take every care to ensure that the information provided is accurate and complete, it is not intended to amount to authority or advice on which reliance should be placed. You are advised to verify the accuracy of any information before relying on any such information.
By providing Personally Identifiable Information to us, you agree to the terms and conditions of this Policy. If you do not agree to the terms and conditions of this Policy, please do not provide any Personally Identifiable Information to us through our Site or otherwise. We reserve the right to change this Policy without prior notice. Any changes to our Policy will become effective upon our posting of the revised Policy on the Site. Use of the Site following such changes constitutes your acceptance of the revised Policy then in effect.
What Types of Information Does Park House Collect From Me?
Park House gathers three basic types of information from you: “Personally Identifiable Information” (or “PII“), “Non-Personally Identifiable Information” (or “Non-PII“) and “IP Addresses“. PII is information that identifies you as an individual. Non-PII is aggregated information, demographic information and any other information that does not reveal your specific identity. An IP Address is the Internet Protocol address of the computer that you are using to access our Site.
We may collect PII, such as your name, postal address, telephone number, e-mail address, credit card number or other payment account number through the Site, through reservation or when you otherwise voluntarily provide it to us. We may also combine that PII with publicly available PII and PII we receive from others or cross-reference with others. We use that combined PII for the purposes described in this Policy. If you voluntarily share with us “Sensitive Information“, for example, information related to your health or your affiliation with a particular group, that information may be stored in your reservation record for the sole purpose of serving you better and meeting your particular needs. For example, if you voluntarily convey a health-related need to us, we may store and use that information to provide a room with appropriate amenities. We do not collect or store Sensitive Information unless it is voluntarily provided by you.
How Does Park House Use Personally Identifiable Information Collected From Me?
Park House collects PII about our guests and visitors to the Site so that we can provide an experience that is responsive to our guests’ and visitors’ needs. Park House may use collected PII:
Fulfilment of Reservation or Information Requests: To fulfil your requests such as to complete your transactions and/or to book reservations through our central reservations system, or to respond to your requests that we send marketing, informational or other newsletters to you (and to personalise such newsletters and the Site to your preferences). For example, when you make a reservation we may collect your credit card number or other payment account number, billing address and other information related to such purchase (collectively, “Payment Information”) from you, and may use and disclose such Payment Information in order to fulfil your reservation.
Administrative and Other Communications: From time to time, to send you important information regarding the Site, changes to our terms, conditions and policies and/or other administrative information (e.g.information about your travel reservations, such as reservation confirmations, shipping and/or billing information), or otherwise to inform you of products, programmes, services and promotions that we believe may be of interest to you.
Promotions: we may operate sweepstakes, contests and other marketing or promotional activities (collectively, “Promotions”). We typically ask you for certain PII when you enter and, if applicable, win a prize, and we use such PII to administer the applicable Promotion. You should carefully review the rules, if any, of each Promotion in which you participate, as they may contain additional important information about Park House’s use of your PII. To the extent that the rules of any Promotion concerning the treatment of your PII conflict with this Policy, the rules of the Promotion shall control.
Surveys: to conduct surveys and ask for your responses to questionnaires in order to provide better products and services to our guests and end users. Completion of any surveys and/or questionnaires is strictly voluntary.
Customer Service: to track, process and respond to customer service enquiries. We may also transmit your PII to third party service providers for the purpose of allowing those third parties to track process and respond to customer service enquiries.
Internal Business Purposes: for our internal business purposes, such as data analysis, audits, developing new products, enhancing the Site, tracking our users, improving our services, identifying usage trends and visiting patterns, determining the effectiveness of our promotional campaigns and meeting contractual obligations.
How Is Personally Identifiable Information Shared?
Third Party Service Providers: Park House relies on numerous third party service providers to provide certain products and services on our behalf, including, but not limited to, credit card billing, reservation services, credit card/payment processing, IT services, customer service, e-mail delivery services, communication and delivery of promotional and marketing materials via e-mail and direct mail, administering sweepstakes, prize draws, guest surveys, administration, data analysis and other similar services. We may share your PII to enable these third parties to provide services you have requested or as otherwise necessary for the ongoing operation of our business. In such event, these service providers are contractually required to provide at least the same level of privacy protection as is required by the relevant principles of this Policy.
Promotions: PII shared in connection with Promotions may be shared with third party sponsors of such Promotions (irrespective of whether such Promotions are hosted by us), or otherwise in accordance with the rules applicable to such Promotion.
Special Events: while navigating the Site you may be directed to content or functionality that is hosted by a third party and not hosted on the Site. This is typically done to host special events. When PII is collected on behalf of Park House exclusively, our Policy will be referenced on the Site and will govern how your PII is used. In other cases, if the third party will be collecting and using PII through such content and/or functionality, this will be made clear at the time of collection. Park House has no responsibility or liability for any such third party’s use of PII.
Assignment: in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of Park House’s business, assets or stock (including without limitation in connection with any bankruptcy or similar proceedings), we may transfer any and all information that we collect pursuant to this Policy.
Social Networking Forums: Park House may make information available through the Site services (e.g. message boards, forums and blogs, amongst other services) to which you are able to post information and materials. Please note that any information you disclose through such services becomes public information and may be available to visitors to the Site and to the public. We urge you to exercise discretion and caution when deciding to disclose your PII, or any other information, on the Site. WE ARE NOT RESPONSIBLE FOR THE USE OF ANY PII THAT YOU VOLUNTARILY DISCLOSE THROUGH SUCH SERVICES.
Non-Personally Identifiable Information
Because Non-PII does not personally identify you, we may use, and share with third parties, Non-PII for any purpose, including to facilitate your ongoing access to and use of our Site, to best tailor our services to suit personal interests and/or to analyse visiting patterns. We and our service providers may collect Non-PII from sources such as environmental variables, including computer type (Windows or Macintosh), screen resolution, OS version, Internet browser and Internet browser version.
We may also collect Non-PII from sources such as “cookies” and so-called “pixel tags,” “web beacons,” “clear GIFs” and other similar technologies, and may engage third party tracking and advertising providers to act on Park House’s behalf to track and analyse your usage of our Site, through the use of such technologies. These third parties collect and share with us, as we may request, Site usage information about visits to our Site, measure and research the effectiveness of our advertisements, track page usage and paths followed during visits through our Site, help us target and track use of our Internet banner advertisements on our Site and on other sites, and track use of other links from our marketing partners’ sites to our Site.
If you do not want information collected using cookies, there is a simple procedure in most browsers that allows you to automatically decline cookies, or to be given the choice of declining or accepting the transfer of a particular cookie, or cookies from a particular website, to your computer. Please be aware, however, that some functionality on the Site may not work if cookies are disabled. To learn more about cookies, please visit http://www.allaboutcookies.org/. We also collect Non-PII (e.g., interests, geographic location, etc.) when you voluntarily provide this information to us. Additionally, we may aggregate PII in a manner such that the end-product does not personally identify you or any other user of the Site, for example, by using PII to calculate the percentage of our users from a particular geographic location.
In instances where Non-PII is combined with PII (such as combining your name with your geographical location) the combined information will be treated by us as PII.
Your IP Address is a number that is automatically assigned to the computer that you are using by your Internet Service Provider (ISP). This number is identified and logged automatically in our server log files whenever users visit the Site, along with the time(s) of such visit(s) and the page(s) that were visited. Collecting IP Addresses is standard practice on the Internet and is done automatically by many web sites. We use IP Addresses for purposes such as calculating Site usage levels, helping diagnose server problems and administering the Site. Please note that we treat IP Addresses, server log files and related information as Non-PII, except when we are required to do otherwise under applicable law.
Third Party Sites
Park House believes that we have implemented security measures that provide reasonable precautions against the unauthorised access, disclosure, alteration or destruction of PII. Unfortunately, no data transmission over the Internet or data storage system can be guaranteed to be 100% secure. Please do not send us credit card information or Sensitive Information through e-mail or any undesignated area (such as, e.g. submission of your credit card number in a “comment” field). If you have reason to believe that your interaction with us is no longer secure (e.g. if you feel that the security of any account you might have with us has been compromised), you must immediately notify us of the problem by contacting our Customer Service Department as set forth below in this Policy, (note that if you choose to notify us via physical mail, this will delay the time it takes for us to respond to the problem).
If you change your mind, and no longer wish to receive marketing-related e-mails from us going forward, or if you would prefer that we do not share your PII with other third parties going forward, (other than our service providers), you may opt-out of receiving such marketing-related e-mails or from such sharing by contacting our Customer Service Department as set forth below in this Policy.
Please keep in mind that if Park House cannot disclose your PII we may be unable to provide you with all or certain reservation services, other services or membership related benefits, or such services may not be delivered as quickly or not at all.
We will endeavour to comply with your request as soon as reasonably practicable. Please note that if you opt-out as described above, we will not be able to remove your PII from the databases of Licensed Hotels, Affiliate Organisations or other third parties with which we have already shared your PII.
We take reasonable steps to ensure that the PII we use is accurate, complete and current to the extent necessary for the purposes for which we use the PII. We make a good faith effort to allow you the right to access and request that erroneous or inaccurate PII that is held by us is rectified. Park House may allow you to review certain PII through the Site or through other online means. Information about the availability of online means for reviewing your PII is generally available at the Site or on the printed materials where such type of PII was first submitted. You may also review your PII by contacting us as noted below. Park House will make all corrections and/or deletions of erroneous PII brought to its attention within a reasonable time frame and as required by applicable data privacy regulations. We may need to retain certain information for record keeping purposes, and there may also be residual information that will remain within our databases and other records, which will not be removed therefrom.
Park House only collects the personal information that it believes is necessary to perform the services that you seek from Park House and to comply with its obligations as otherwise outline in this Policy. We will only keep your PII as long as is needed for the purpose of its collection, or as permitted by law.
Note Regarding the Use of the Site by Children
The Site is not directed to individuals under the age of eighteen years old (18), and we request that such individuals do not provide PII through the Site.
Park House does not represent or warrant that the Site or any part thereof is appropriate or available for use in any particular jurisdiction. Those who choose to access the Site do so on their own initiative and at their own risk, and are responsible for complying with all local laws, rules and regulations.
If you feel that Park House has mishandled your PII, you should contact Park House with a written description of your complaint. After receiving such written description, a representative from Park House’s Customer Relations Department will contact you to set up a time and manner to discuss your complaint. Park House is interested in addressing all legitimate complaints about its adherence to this Policy and will make a good faith effort to engage in communications to address any complaints.
If you have any questions regarding this Policy, please contact us by e-mail at firstname.lastname@example.org, phone at +44 (0)1730 819000, or please write to the following address:
Bepton Hotels Limited
Customer Relations Department
Attn: Customer Service
Please note that e-mail communications will not necessarily be secure, accordingly, you should not include credit card information or sensitive information in your e-mail correspondence to us.
Hotel Booking Terms & Conditions
The following booking conditions, together with the general information contained on this website, form the basis of your contract with Bepton Hotels Limited trading as Park House hotel. Please read them carefully as they set out our respective rights and obligations. Please note: To make a booking, you may either book online (when available) or telephone the hotel on +44(0)1730 819000. In these Booking Conditions, “you” and “your” means all persons named on the booking (including anyone who is added or substituted at a later date). “We”, “us” and “our” means Bepton Hotels Limited trading as Park House Hotel.
Making your booking
To make a booking, you may either book online (when available), or telephone the hotel on +44(0)1730 819000. The person making the booking (“the party leader”) must be at least 18 and must be authorised to make the booking on the basis of these Booking Conditions by all persons named on the booking. By making a booking, the party leader confirms that he/she is so authorised and that all party members agree to be bound by these Booking Conditions. The party leader is responsible for making all payments due to us. Subject to availability, we will confirm your arrangements by issuing a confirmation upon request by fax, email or post. This will be sent to the party leader or your travel agent. Please check this carefully as soon as you receive it. Contact us immediately if any information which appears on the confirmation or any other document, appears to be incorrect or incomplete as it may not be possible to make changes later. We will have no responsibility for any errors in any documentation except where those errors were made by us. Subject to this, we regret we cannot accept any liability if we are not notified of any inaccuracy in any document within 14 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so. The only exception to this requirement to meet costs is where the mistake in question was made by us and there is good reason why you did not tell us about it within these time limits.
Rates, Payment, Changes and Cancellation
The price of your arrangements and the terms upon which payment, changes and cancellations are made will vary according to which arrangements you book. Please note that all rates are subject to availability.
These are rates based on room only, bed & breakfast and dinner, bed & breakfast. The following terms apply to bookings made at these rates:
Fully flexible rate:
Credit card guarantee required at time of booking.
Payment will be required on departure from the hotel.
Cancellations and amendments are available up to 4pm, 48 hours prior to the day of arrival, with a full refund. Cancelling after this time or a non-arrival will incur a 100% cancellation charge.
In respect of all arrangements requiring payment prior to the start of the arrangements in question, if we do not receive all payments due in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all monies paid or due at that date and you must pay the cancellation charges shown above depending on the date we reasonably treat your booking as cancelled.
Payment for incidental extras (e.g. mini bars, telephone charges, etc.) must be made directly to us before you check out.
A binding contract between you and us comes into existence when we send your confirmation to the party leader and these conditions will be applicable to the contract. English Law will apply to our agreement and to any dispute or claim which arises between us out of it. Any such dispute or claim must be dealt with by the Courts of England and Wales. Changes to these Booking Conditions or the General Information shown in our website will only be valid if agreed by us in writing.
The cost of your arrangements
Supplements for single rooms or single occupancy of a twin/double may apply. Superior rooms/suites are often available at a supplement. Please read our General Information section too. The prices of unsold arrangements may be increased or decreased at any time. The price of your chosen arrangements will be confirmed at the time of booking. We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error. Please note, changes and errors occasionally occur. You must check the price of your chosen arrangements at the time of booking. Once the actual price of your arrangements has been confirmed, no amendment will be made to it.
Changes by you
Should you wish to make any changes to your confirmed booking, you must notify us in writing or contact us on +44(0)1730 819000 as soon as possible. Whilst we will try to assist you we regret amendment requests cannot always be met. Where an amendment can be made, any costs incurred by ourselves payable. See also, the specific terms detailed above.
Cancellation by you
Should you or any member of your party need to cancel your chosen break once it has been confirmed, the party leader must immediately advise us on +44(0)1730-819000. Your notice of cancellation will only be effective when it is received by us. The cancellation charges concerned will apply. Please refer to each of the products listed above for full details of each individual cancellation policy.
Changes and cancellations by us
Park House reserves the right to change and/or cancel any and all reservations at its sole discretion. If we should change or cancel your reservation, a full refund will be granted for any deposits that you may have made during the booking process. We will not award any compensation for the changes and/or cancellations made.
You are strongly recommended to take out personal travel insurance for all members of your party. Please note that not all insurance policies intended for travel overseas are adequate to cover you. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs. We do not check insurance policies.
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage or loss as a result of “force majeure”. In these Booking Conditions, “force majeure” means any event which we could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
Our liability to you
In the event that we are found liable on any basis whatsoever in relation to your booking our maximum liability to you if we are found to have been at fault in relation to any service we provide is limited to twice the cost of the booking in question. We do not exclude or limit any liability for death or personal injury which arises as a result of our negligence or that of our employees whilst acting in the course of their employment.
Complaints and problems
In the event that you have any reason to complain or experience any problems with your break whilst away, you must immediately inform us. Any verbal notification must be put in writing. If you remain dissatisfied, however, you must write to our general manager within 28 days of the end of your stay giving your booking reference and full details of your complaint. For all complaints and claims which do not involve death, personal injury or illness, we regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause.
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 at the time to us or other supplier. 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 reserve the right at any time to terminate your stay or that of any member of your party due to misconduct, where justified in our reasonable opinion. No refunds will be given. Furthermore, we shall not be under any obligation whatsoever to pay compensation or meet any costs or expenses you may incur as a result of your stay being terminated.
Special requests and medical problems
If you have any special request, you must advise us at the time of booking. Although we will endeavour to meet any reasonable requests, we regret we cannot guarantee any request will be met unless we have written to you with specific confirmation that it will. Confirmation that a special request has been noted or the inclusion of the special request on your confirmation or any other documentation is not confirmation that the request will be met. We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.
If you or any member of your party has any medical problem or disability which may affect your booking, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details. We strongly recommend you check with us before booking to ensure we can meet all your requirements.
Alternatively, if you have difficulty walking but do not require a specialty adapted room, you may request a room on the ground floor for easier access. However ground floor may have limited availability, and cannot be guaranteed to be allocated on arrival. Again it is advisable to ensure that we are fully aware of all circumstances on making the booking to ensure that we have the availability to meet your requirements in full.
Guide dogs are welcome at the hotel, but please make us aware of your requirements at the time of booking.
You are responsible for having all proper travel documents and vouchers. If you are unable to travel or complete a stay by reason of not having proper documents you will not be entitled to any refund and we will not be liable for any cost or expense that you may incur as a result.
Included in the price:
- Accommodation with private en suite bathroom (some rooms may have a shower facility instead of a bath), colour TV, telephone and tea/coffee making facilities.
Where breakfast is included in the price a traditional breakfast will be provided each morning.
- All VAT and service charges, where applicable.
- Dinner, bed & breakfast prices include a 3 course evening meal with coffee.
Not included in the price:
- Hotel supplements e.g. for single occupancy or additional room facilities (e.g. superior rooms/suites). If booking by phone, the amount will be advised at the time of booking.
- Expenses incurred at your hotel, including (but not only) external phone calls, room service, meals (other than breakfast and those stated at the time of booking). Etc.
- Items of personal expenditure.
- Personal travel insurance.
- Any items not mentioned in “Included in the price”.
Health & Beauty Breaks
Health and Beauty packages (where available) are per person and are in addition to the cost of your hotel stay unless otherwise specified. Please check at the time of booking the treatments included in Health and Beauty packages. Any additional treatments you may require can be arranged at an extra cost to you if available. Health and Beauty Breaks can only be booked by telephone on +44(0)1730 819000. Please refer to the Hotel Specific Packages for payment and cancellation terms and conditions.
We may withdraw or change facilities and services. If possible, we will inform you of any changes before you travel if we believe this will have a significant effect on your stay. Our photographs are intended to give you a general impression of the hotel. Variations can occur from room to room.
Meals: We provide a full traditional breakfast. Bed and Breakfast means breakfast is the only meal included in the price. Dinner, Bed & Breakfast means breakfast and evening meal (or a la carte allowance) are included in the price. If you have any special dietary requirements please let us know before you travel, but note we cannot guarantee that we can satisfy your request.
Rooms & facilities: Public facilities, e.g. bars and restaurants, may only open if there is sufficient demand, particularly in low season. We may have to redecorate or refurbish when you are visiting, which may mean the temporary closure of public rooms or facilities. Rooms may be twin or double. A double bed may consist of twins pushed or joined together. Hotel rooms may be allocated in any part of the property (including annexes, new extensions). Please note that rooms sleeping three/four persons may offer any combination of single, double and foldaway beds. All bedrooms are non-smoking.
Check-ln: On arrival, your room is normally available after 3pm. If you plan to arrive after 6pm please advise us by calling the number given in the hotel description. Failure to confirm late arrival may result in your room being resold, and our cancellation terms will apply. Car parking: You will find free parking at our hotel.
Spa/Swimming pools: Restrictions relating to the use of hotel leisure facilities and opening times are entirely at our discretion. Please ask at the hotel reception for rules and opening times when checking in. If a specific facility is required you are advised to check with us by calling the telephone number in the hotel description prior to arrival. Additional restrictions apply for the use of such facilities by children. There may be a charge for the use of some facilities.
Pets: Pets are accepted only at our discretion. If you intend to bring any pets this should be indicated on your initial enquiry. Charges may be made for pets. Guide dogs are specifically excluded from this policy and are welcome at the hotel.
Website and pricing details
Please note, the information and prices shown on this website may have changed by the time you come to book your arrangements. Whilst every effort is made to ensure the accuracy of the website and prices at the time of printing, regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen arrangements (including the price) with us at the time of booking.
Park House is the trading name of Bepton Hotels Limited | Registered Office: Greens Court, West Street, Midhurst, West Sussex, GU29 9NQ
Registered in England No: 04073955 | VAT No: 785 8931 62
Terms & Conditions – Weddings and Exclusive Use hire
To accurately give us all the information we request (where necessary in writing) at least 10 working days prior to the start of your event.
To sign the event confirmation within 10 working days of your receipt of it to confirm that you agree to the information detailed on it and to these terms and conditions. Failure to do so may result in the space being released by us.
To advise the venue in writing of any inaccuracies made on the event confirmation or any other document within 48 hours of receipt of it. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause.
To obtain agreement from us in writing to any changes to the event confirmation.
Variations to the price
All prices quoted or listed by us are based on the prices ruling at the time of quotation and do not constitute an order or a binding figure. Prices may be subject to adjustment prior to the service being provided to cover any increase in such prices or increases in taxation or duty or increases in the cost of labour. Prices may also be adjusted in the event of the booking being reduced in duration or number of persons attending. Please note that changes and errors occasionally occur and the venue reserves the right to correct errors in confirmed prices.
The Charges shall be paid to the Company in consideration for the exclusive use by the Guest of the Venue during the Exclusive Period. Any additional requirements and services, whether stated above or otherwise notified to the Company, shall be agreed and charged separately.
(a) A non-refundable deposit of 25% of the contracted value shall be paid to the Company to secure the booking.
(b) A further deposit of 50% of the contracted value 60 days prior to the event date
(c) The balance of the Charges shall be paid in full to the Company no less than 30 days prior to the start of the Exclusive Period and otherwise in such instalments and at such times as agreed with the Company.
The amount of the Expected Food and Drink Expenditure is an estimate, calculated in accordance with the number of guests. If the Guest incurs a higher food and drink bill than has been estimated, the difference shall be paid by credit card on the date of departure, together with any other outstanding charges. If the total food and drink bill is lower than estimated and the Expected Food and Drink Expenditure is not stated to be a “minimum spend” above, then the difference shall be reimbursed to the Guest on leaving the venue, subject to the Company’s right to set off any such amount against any other outstanding sums owed by the Guest.
In the event that any additional charges incurred in connection with this agreement are not paid to the Company on the date of departure, an invoice will be issued and payment required within 30 days of invoice date.
Cancellation and reduction in numbers
If the Guest wishes to cancel the reservation, or reduce numbers (both for accommodation and dining) written notice must be given to the Company (Cancellation Notice). A cancellation fee (Cancellation Fee) may be charged in accordance with the following provisions of this clause:
(a) If the Cancellation Notice is received by the Company 60 days or more but less than 90 days before the start of the Exclusive Period, the Cancellation Fee will be 50% of the Charges;
(b) If the Cancellation Notice is received by the Company 30 days or more but less than 60 days before the start of the Exclusive Period, the Cancellation Fee will be 75% of the Charges;
(c) If the Cancellation Notice is received by the Company less than 30 days before the start of the Exclusive Period, the Cancellation Fee will be 100% of the Charges.
(d) Should the number of guests fall within 72 hours of the event there will be a 100% charge for their meals
The amount of any Cancellation Fee due shall be deemed to be reduced by the amount of any payments already made by the Guest. The Cancellation Fee shall be paid to the Company within 14 days of the date of the notice requesting such.
The Company may terminate this agreement forthwith on written notice in the event that:
(a) The Guest enters into liquidation or bankruptcy, has a receiver or administrative receiver appointed, or enters into any arrangement for the benefit of its creditors; or
(b) A part of or all of the Venue is closed or rendered unavailable due to a cause beyond the Company’s control and such closure or unavailability renders the Company unable to perform its obligations under this agreement.
In the event of any termination by the Company pursuant to clause 7 above, the Company shall be under no liability to the Guest for any loss of profit, loss of goodwill, loss of business, loss of opportunity or any special, indirect or consequential damage suffered by the Guest in consequence of the termination (this shall be without prejudice to any rights of either party against the other in respect of any claim accrued under this agreement down to the date of such termination). Nothing in this agreement shall limit or exclude liability for death or personal injury resulting from negligence, fraud or fraudulent misrepresentation.
Subject to clause 8, the Company’s total liability arising under or in connection with this agreement, whether in tort, contract, misrepresentation, restitution or otherwise, shall be limited to the amount of the Charges.
You will be liable for the cost of repairs carried out as a result of any damages caused to any part of the venue or equipment thereon by the negligence or wilful act or default of any person invited by you or on your behalf to the venue. Adequate insurance is recommended. In certain circumstances, and at our sole discretion, we will require sight of an insurance policy prior to finalising your booking.
We reserve the right to arrange alternative accommodation of a similar or higher standard off site if the circumstance arises that we are unable to accommodate your booking in part or in whole.
Please obtain written permission from us in advance of your arrival if:-
- You intend to bring electrical equipment to the venue (these must be PAT tested and certificated)
- There is a safety risk associated with anything you want to bring to the venue
- You wish to attach or stick anything to the walls, ceiling or the floor of any room in the venue.
You may not invite any member of the general public to the venue without the prior written consent of us. We reserve the right to object to the employment of any supplier in connection to your event.
No food or beverage of any kind (including alcohol) may be brought onto the premises at the Venue without prior written approval from us. Corkage charges will apply to alcoholic beverages not supplied by us and charges will be applied to your final bill if any evidence of these is found – either brought on site by you or any of your guests. Corkage charges of £2 per item will be applied to alcoholic miniature favours brought onto the venue’s premises. We also reserve the right to terminate the event at any stage if evidence is found that alcohol has been brought into the venue by you or any of your guests.
We must comply with certain licensing and statutory regulations regarding the sale of alcohol and entertainment and we require you to fulfil your obligations in this respect.
Within seven days of the occurrence of any damage to the Property or injury to any person on the Property during the Exclusive Period that is in any way the fault of the Guest or any other person at the Venue expressly or impliedly with his authority, the Guest must make good the same or pay to the Company or the person injured full compensation in money for such damage.
The Company retains control, possession and management of the Venue at all times and the Guest has no right to exclude the Company from the Venue. The Guest must not impede in any way the Company or its officers, employees or agents in the exercise of the Company’s rights of possession and control of the Venue.
The Guest acknowledges that no relationship of landlord and tenant is created or intended to be created between the Company and the Guest by this agreement.
The Guest must abide by any specific rules and regulations set by the Company or by any regulatory authority and must comply with the terms of any licenses in place relating to the Venue, including but not limited to premises licenses and licenses for the playing of music.
The Guest may not assign or sublicense the whole or any part of the rights conferred by this agreement, which are personal to the Guest.
The Guest must not do anything at the Venue in such a way as to cause damage to the Venue or nuisance, annoyance, disturbance, inconvenience, injury or damage to the Company or its tenants or the owners or occupiers of adjacent or neighbouring property.
The Guest must keep the Company fully indemnified against all losses arising directly or indirectly out of any act, omission or negligence of the Guest, or any persons at the Venue expressly or impliedly with his authority, or any breach or non-observance by the Guest of the obligations, conditions or other provisions of this agreement.
The Guest must not do or omit to do anything that could cause any insurance policy on or in relation to the Venue to become wholly or partly void or voidable, or do or omit anything by which additional insurance premiums may become payable.
Any notice under this agreement shall be in writing and shall be delivered by hand or sent by recorded delivery post, in the case of the Company to the address of the Venue for the attention of Mark Yates and in the case of the Guest to the address stated at the beginning of this agreement for the attention of . A notice delivered by hand is deemed to have been received when delivered (or if delivery is not in business hours, 9:00am on the first business day following delivery). A correctly addressed notice sent by recorded delivery post shall be deemed to have been received two business days following the date of posting.
This agreement has been entered into on the date of signature of it.
Signed by ……………………………… Date: …………………..
(for and on behalf of Park House Hotel & Spa)
Signed by ……………………………… Date: ……………………
(for and on behalf of )
Terms & Conditions – Meetings and Events
Deposits and Payment
Prepayment is due within 7 days of receipt of pro-forma invoice.
Where payment is not made on departure or prepaid the full payment is due 30 days after completion of the conference.
If credit facilities are required an Account Request form must be completed at least 14 Days prior to the event date.
Credit/Debit card details are required to confirm a booking and a preauthorisation of 100% of the estimated value of the conference may be taken at the Hotels discretion.
Final numbers must be confirmed in writing no less than 7 working days prior to the conference/meeting whereby a Saturday and Sunday will not count as a working day.
Should numbers fall below those stated above the Hotel reserves the right to charge for the minimum numbers confirmed.
In the unfortunate circumstances that you have to cancel or postpone your confirmed booking, while the Hotel will make every effort to resell the space on your behalf, the Hotel reserves the right to charge a cancellation fee against the total contracted business.
All cancellations must be confirmed in writing.
Cancellation charges will apply as follows:
Over 24 weeks’ notice Non-refundable deposit will be retained
Over 12 weeks but less than 24 weeks 25% Charge
Over 4 weeks but less than 12 weeks 75% Charge
Less than 4 weeks 100% Charge
Should you have bedrooms attached to your event, the rooming list and final number should be advised in writing 28 days prior to arrival. Any changes after this date will result in 100% cancellation.
The signatory shall be liable for any damage caused by any acts, default or neglect by the signatory, its agents or guests and agrees to any costs resulting in the repair or replacement of any such damage to the premises or equipment of the Hotel.
The Hotel has statutory obligations and without prejudice to that generality such as those incumbent upon the Hotel related to liquor licensing, fire regulations and the Health and Safety of others. It is therefore the obligation of the signatory and their guests to comply with these requirements as may be directed by the staff at the Hotel.
No food, wine beer or spirits may be brought into the Hotel by the client or Clients Guests for consumption on the premises unless agreed in advance in writing by the Hotel.
The affixing of signs, displays and posters to the walls may only be carried out with the written consent of the Hotel.
Prices quoted are subject to change in accordance with new or additional tax/levy imposed by lawful authority which was not known at the time the contract was made.
In Connection with any event at which any form of entertainment has been provided this will be entirely the responsibility of the client(s).
Reservations confirmed on a day delegate rate are accepted on the basis that access to the relevant room is limited to the period between 8am to 6pm unless otherwise agreed by the Hotel in writing. For weddings and events times will apply as agreed in the contract.
All information and prices within our brochure were correct at time of printing and are subject to change without prior notice.
MINIMUM NUMBER GUARANTEED FOR THIS EVENT …………………………………………
PLEASE SIGN HERE TO CONFIRM ACCEPTANCE OF THESE TERMS & CONDITIONS
POSITION (MUST BE IN A POSITION OF RESPONSIBILTY IN RELATION TO THIS EVENT)
DATE OF FUNCTION ……………………………………………