Terms and Conditions for York Riverside Apartments (Moore & Easterby Ltd)

The terms and conditions below apply to all accommodation at York Riverside Apartments
1.0 Explanation of Terms
1.1 In these terms and conditions “we” and “us” means York Riverside Apartments, Plan Usual Projects Limited, Newhouse Farm, Sheriff Hutton, York, YO60 6TN, Company Registration No. 02759988
1.2 “You” means the guest who has signed the York Riverside Apartments booking form. You must be aware that on signing the booking form you are signing on behalf of every member of the group. If the booking form is signed on behalf of a limited company ”you” means that company.
1.3 Those booking by email or telephone accept York Riverside Apartments Terms & Conditions, without having signed the booking form.
2.0 Booking and Payment Terms
2.1 A deposit of 25% of the total booking cost is required within 7 days of receiving our booking confirmation either by email or post. If you book through booking.com your deposit will be taken within 24 hours of receiving your booking from booking.com
2.2 The balance is payable no later than 28 days before your arrival
2.3 We have the right at our sole discretion to refuse any booking including a group booking and to obtain the name, age and gender of all members of your party at any time.
2.4 We have the right to cancel your booking without compensation or refund should you not comply with any of the provisions of this Agreement.
2.5 We will send you a notice, usually via email, confirming your reservation (the Confirmation) stating the checking in and out times applicable for your accommodation. It will also show the price of your holiday and any additional charges (if any).
2.6 For reservations of less than 4 weeks ahead full payment by BGC, credit or debit card is required with 7 days of booking
2.7 For reservations of less than 2 weeks ahead full payment by BGC, credit or debit card is required upon booking
2.8 If you are prevented from taking your holiday please contact us at the earliest opportunity. We will do our best to assist. You may not under any circumstances transfer your booking to anyone without our consent.
2.9 All relevant prices include VAT. We reserve the right to increase or decrease prices in line with any change in VAT or any other duties or fees levied on your holiday.
3.0 Security/Damages Deposit Policy
3.1 We authorise for an amount of between £200 and £800 per property (Exact amount depends upon which property you have booked) to cover any incidentals or extra charges incurred during your stay. Please note this amount is additional to the total amount paid for your booking
3.2 A Security Deposit is a temporary hold of a specific amount on a credit card, or debit card. The security deposit is not a charge and no funds have been debited from your account. However your credit/debit card statement may show the security deposit as a pending transaction
3.3 The security deposit should be held on a credit card. Should you, or any members of your party, not have a credit card, we are willing for this to take place on a debit card providing you are aware this will show as unavailable funds.
3.4 We will contact you approximately seven days prior to your arrival to confirm the card details from the card you wish the security deposit to be held on. We will also need the name of the cardholder and full address to which the card is registered to
3.5 For bookings with multiple properties the security deposit can be taken on one card, or multiple cards.
3.6 When you give us a credit card, the security deposit guarantees us that funds are available to pay for any incidentals incurred (if applicable)
3.7 Should there be no incidentals incurred the security deposit will clear on your statement approximately 10 working days from the date the security deposit was originally taken. However this is dependent on your individual card provider.
3.8 For stays longer than 7 days we may require a security deposit for any amount up to £800.00. This is however at the managers discretion and dependant on the cottage booked and your length of stay. Full details of the amount required would be confirmed to you in your confirmation email.
3.9 Should the damage caused be more than the deposit covers we reserve the right to bill for the additional cost to ourselves. For further details on incidentals we reserve the right to charge for please refer to section 6.
4.0 Cancellation Policy – By You
4.1 We must be notified in writing of any cancellations immediately by the lead guest.
4.2 On receipt of your written cancellation the following charges will apply:
4.2.1 More than 28 days before the event 25% of the total cost
4.2.2 28-14 days before the event 50% of the total cost
4.2.3 Less than 14 days before the event 100% of the total cost
5.0 Cancellation Policy – By Us
5.1 We apply a minimum administration fee of £20.00 + VAT on all cancellations and amendments to bookings.
5.2 We reserve the right to cancel any part of your accommodation if for any reason your safety is threatened, including adverse weather conditions. If this occurs we will make every effort to reschedule the event to another date. However, we are not obliged to give any refunds in cases of adverse weather conditions.
5.3 Refunds will not apply in the following circumstances; war or threat of war, riots, civil unrest, terrorism, industrial disputes, natural or nuclear disaster, fire, technical problems or any other occurrence beyond our control.
6.0 General Terms
6.1 We may ask you and/or members of your party to leave immediately if your conduct is considered by us to infringe our rules or is likely in our belief to impair the enjoyment or comfort or safety of other guests and/or staff. No refunds will be given in these circumstances.
6.2 All properties are non-smoking. We reserve the right to charge £50.00 if it is found that you or any member of your group has been smoking within the accommodation or any communal areas.
6.3 We have the right to recover from you the cost resulting from any damage to our property or that of our other guests together with any compensation we may pay to other guests as a result of the actions of you or any members of your party.
6.4 We reserve the right to charge guests the cost of additional cleaning, rectifying damage, caused by the accidental, deliberate, negligent or reckless act of the guest to the property or structure.
6.5 We reserve the right to charge guests the cost of replacing any items that are removed from the premises by them without consent
6.6 We reserve the right to take action against any guest found to have tampered/interfered with any fire detection equipment throughout the apartments, 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 us due to their actions and additionally may be asked to leave the premises
6.7 If you or any member of your party has restricted mobility or special needs you should telephone York Riverside Apartments before making your reservation so that we can discuss and agree with you the suitability of York Riverside Apartments for your party.
6.8 No Pets are allowed at York Riverside Apartments, However, If you or any member of your party need to bring an assistance pet such as a guide dog, you should telephone us before making your reservation so that we can ensure that an appropriate apartment is available for you. You must supervise your pet at all times. Charges apply.
6.9 No medical facilities are available on site.
6.10 You must supervise your children and babies at all times.
6.11 We may instruct you or any member of your party to leave immediately where the maximum numbers permitted for your apartment, as indicated on your booking confirmation, have been exceeded. No compensation or refund will be payable in these circumstances. Alternatively we may accommodate those additional members in another apartment if available and will charge you or them the appropriate full charge for that accommodation.
6.12 We reserve the right to enter your apartment at any time for any reasonable purpose for example to make checks or carry out essential inspection maintenance works or repairs.
6.13 Your personal belongings are your own responsibility during your stay with us. This responsibility applies to all members of your party and their belongings.
6.14 We accept no liability whatsoever for any accident, loss or damage to your property.
6.15 All our bookings are held on computer for which we hold a valid registration under the Data Protection Act
6.16 We will not and cannot be held responsible should any guests bring illegal substances on site and, or use such illegal substances. We reserve the right to take whatever action we deem necessary to protect ourselves and staff from prosecution or other penalties
6.17 In line with our obligations and commitment to GDPR (General Data Protection Regulations) we want to make you aware that we will be retaining your personal data as follows:
– Name, Home Address, Home Telephone Number, Mobile Telephone Number and Email Address
We will be retaining your data for the purposes of:
– Fulfilling your booking with us
We will be storing your data in the following location/s:
-On the Company’s computer system which is passworded; the passwords are changed every 2 months
-The Company’s filing systems which are contained in locked cabinets and locked offices
Upon completion of your stay/booking we will retain your data for 7 years for customer care and legal and accounting purposes. Your data will then be destroyed.
By agreeing to the content of this order confirmation you are therefore confirming your agreement to these data processes.
7.0 Code of Conduct
7.1 You must conduct yourself in a courteous and polite manner at all times.
7.2 You must listen and obey instructions given by any of our staff or contractors; they are there to make sure you have a safe and enjoyable time.
7.3 You must use your apartment and its contents with care. You are responsible for any and all damage caused to them. On departure you must leave your apartment in a clean and tidy condition. We reserve the right to charge you for any loss or damage to our property or to our contractors property both during and after your stay.
7.4 You must inform us of any medical conditions that may affect you during your stay.
7.5 We reserve the right to terminate the whole holiday or any individual activity if, in our opinion the behaviour of the group or an individual is threatening the safety or enjoyment of any other persons. The group or individuals involved will not be entitled to any refund in such circumstances.
8.0 Internet Use
8.1 The provision of Wi-Fi at York Riverside Apartments is unlimited. We do however ask that you refrain from using the internet to download any content that would be deemed illegal.
9.0 Liability
9.1 We shall not be liable for any injury, death, loss or damage caused by yourself or other guests, nor will we be liable for any uninsured losses of your property, nor for any illness, injury or death sustained during your stay.
9.2 Failure to disclose all relevant details with regards to your stay, could affect your refund entitlement.
9.3 The above terms and conditions are all subject to management discretion and we reserve the right to add or amend the terms and conditions at anytime