Polo Club Hotel

Terms & Conditions

Introduction

These terms and conditions apply between you, the User of this Website (including any sub-domains, unless expressly excluded by their own terms and conditions), and Polo Club Hotel, the owner and operator of this Website. Please read these terms and conditions carefully, as they affect your legal rights. Your agreement to comply with and be bound by these terms and conditions is deemed to occur upon your first use of the Website. If you do not agree to be bound by these terms and conditions, you should stop using the Website immediately.

In these terms and conditions, User or Users means any third party that accesses the Website and is not either (i) employed by Polo Club Hotel. and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Polo Club Hotel. and accessing the Website in connection with the provision of such services.

Bookings and Payments

Making a booking
By making a booking you are confirming that you are authorised to do so on behalf of all persons named in the booking and you are acknowledging that all members of your party agree to be bound by these Booking Terms & Conditions. When your booking has been made a confirmation will be sent to you by email using the email address that you have supplied. Booking confirmations are subject to the availability of accommodation at the hotel. You should carefully check the details of your confirmation as soon as you receive it. You must contact Polo Club Hotel directly if any of the details are incorrect or incomplete. We will always endeavour to rectify any inaccuracies or accommodate any alterations you wish to make to your booking. We cannot accept liability for any inaccuracies that are not brought to our attention, nor can we accept responsibility for inaccurate information that you have supplied.

Paying for your booking
All reservations must be guaranteed with a credit card. In some instances, full pre-payment may be required at the time of booking. The amount of payment required at the time of booking will be advised to you when making your booking. Your card must be presented on check-in at the hotel.

A booking is only binding once confirmed by Polo Club Hotel via email or reference number.

Price changes
Polo Club Hotel reserves the right to increase or decrease the price of unsold breaks at any time. The price of your chosen break will be confirmed when your booking is made and, except for any errors, we will not increase this price once it has been confirmed. We reserve the right to correct any errors in advertised and confirmed prices and will do so as soon as we become aware of an error. We will notify you of any price discrepancies relating to your booking should they arise, but we strongly advise you to check that the final price of your booking is correct before making your final confirmation.

Check-in
Standard check-in is available from 15:00 (3:00 PM). You may be required to show valid photographic identification.

Check-out
Check-out is required by 11:00 AM. Overstaying may result in the hotel charging for an additional night.

Amendments to your booking
You should notify us of any amendments to your confirmed booking by telephone or by email as soon as possible. Amendments are subject to availability and those made outside cancellation period (see below) may be subject to cancellation charges.

Medical conditions
If you or any member of your party has a medical problem or disability which may affect your stay, please either call the hotel or use the Enquiry Form on the hotel website to advise us so that we can make provision for the particular needs of the person(s) concerned, or advise you if we are unable to make such provision. If details are not provided to us at the time of booking, the hotel reserves the right to cancel the booking should it be unable to make appropriate provision for a specific need or needs.

Pre-authorisation
You may be asked to provide a valid credit or debit card at check-in to cover any incidentals (e.g., room service, minibar).

Additional requests
All additional or special requests are subject to availability. and we cannot guarantee the provision for special requests. Any additional requests made should be prior to your arrival at the hotel, giving reasonable advance notice.

Cancellations and No-Shows

Cancellations
In order to avoid cancellation and/or non-arrival charges, guests should observe Polo Club Hotel cancellation policy which is determined by the rate type chosen at the time of booking. Failure to cancel within the cancellation period will result in the first night’s accommodation package being charged to your credit or debit card. Please check your room rate and cancellation policy at the time of booking. Please speak to a member of staff for full details.

Cancellations and changes made by Polo Club Hotel
In the unlikely event that Polo Club Hotel is unable to accommodate a confirmed reservation, it may be necessary to offer an alternative of an equal or a superior standard. Where this is not possible, a full refund of the amount paid, and a future discount will be made. All reasonable action will be taken by us to assist in your rebooking. If at any time we need to make changes that will significantly affect your stay or we need to cancel your stay, we will tell you as soon as possible, offering a suitable alternative or a refund. This does not apply to minor changes or events during your stay, resulting from unusual or unforeseeable circumstances beyond our control. Should a booking be made through a third party and we are unable to honour the booking, we will assist in relocation but will not be held liable for the booking. We cannot be held responsible for cancelling your booking as a result of your failure to comply with any requirement of our Booking Terms & Conditions, and we cannot be held liable for any expenses, costs or losses incurred by you as a result of any change or cancellation. If a guest or a member of your party behaves in a way that causes or is likely to cause danger, upset or distress to a third party or to hotel or guest property, we are entitled, without prior notice, to curtail the stay and request that the person(s) concerned leave the hotel. No refunds or return travel arrangements will be made, and we will not pay any expenses or costs incurred as a result of such a curtailment.

Liability

Behaviour
Guests must not disturb other hotel guests. The hotel reserves the right to evict guests without a refund if conduct is deemed offensive, abusive, or disruptive.

Damage
Guests are held liable for any damage to hotel property (fixtures, furnishings) and may be charged for repairs or specialised cleaning (e.g., smoking in non-smoking rooms).

Smoking & Pets
Smoking (including e-cigarettes) is prohibited within the hotel and rooms. For our dog friendly policy, please click here.

Circumstances beyond our control
We cannot accept responsibility for unforeseen circumstances beyond our control. These include (but are not limited to) adverse weather conditions, fire, riot, war, terrorist activity (or threat of such activity), industrial dispute, natural disaster, or injuries and death of an individual(s) through accidental circumstances unconnected with the hotel. By making a booking you are accepting responsibility for any damage or loss caused by yourself or a member of your party. Full payment for any such damage or loss must be paid to the hotel owner or manager on demand. If you fail to do so, you will be responsible for meeting any claims subsequently made (together with our own and the other party’s full legal costs) as a result of your action.

General information

Parking
We offer free on-site parking for all guests at Polo Club Hotel, including accessible spaces close to the main entrance and electric vehicle charging points (charges apply). Polo Club Hotel assumes no liability for the loss, theft or damage of your vehicle unless caused by a member of staff.

Taxes
All prices include service and VAT tax at the prevailing rate at the time a payment is made.

Tourist attractions
To avoid disappointment you should check the seasonal and/or daily opening times of any tourist attractions prior to travelling to the hotel or the attraction concerned.

Accuracy of information on this website
Whereas we endeavour to ensure the information contained within this website is as accurate as possible, there will inevitably be instances where information may be incorrect or out of date. It is always advisable to check specific details that may be relevant to your booking prior to making that booking. For example, information relating to regional or local attractions is intended for your general information and any changes to such attractions or facilities are beyond our control. We reserve the right to amend or remove information at any time and do not accept responsibility for keeping copies of any amended or deleted information.

Insurance
It is your responsibility to ensure that any insurance cover you have provides adequate cover for your needs and for the duration of your stay.

Copyright
Copyright © Polo Club Hotel. All rights reserved. All copyright and other intellectual property rights in all text, images, sounds and other materials on this site is the property of Polo Club Hotel. No reproduction of any part of this site may be sold or distributed for commercial gain or modified or incorporated into any other work, publication or site. All names, logos, trademarks, service marks are proprietary to Polo Club Hotel and may not be used by anyone for any purpose without our prior express written consent. Framing or utilised framing techniques of the above or other proprietary information is also prohibited without written consent. We consider our trademarks to be valuable assets, and take infringement of them seriously. It is illegal to use any robot, spider or other automatic device, or manual process to monitor or copy the Site or the contents or information without our prior express written consent. Information on our site is intended for your reference only. If you have any specific queries, you should contact Polo Club Hotel. The hotel nor any party involved in creating, producing or delivering this site shall be liable for any damages arising out of any access to, use of, or inability to use this site.

Complaints

If you are dissatisfied with any aspect of your stay, you should bring the problem or issue to the attention of the duty manager at the hotel as soon as possible so that all reasonable efforts can be made to rectify the situation. If, for any reason, the issue cannot be resolved to your satisfaction and you wish to make a complaint, you should put it in writing and send it to: General Manager, Polo Club Hotel, Stoneythorpe Estate, Southam,
Warwickshire, CV47 2DL