Exceptional service

2014 Terms and Conditions West End (Covent Garden and Soho)

CLARENDON WEST END TERMS AND CONDITIONS OF BUSINESS – 2014

These terms and conditions of business (“Conditions”) form a binding contract (“the Contract”) between us, Clarendon Serviced Apartments and you, the person making the booking, and all adult members of the party (collectively the “Guests”) who will stay in Clarendon’s serviced apartment(s) (the “Property”).

1. ABOUT US AND GOVERNING LAW

1.1   Clarendon Serviced Apartments is a trading style of Shadowgrade Developments Limited, a limited liability company registered in England and Wales with company registration number 2223106 and whose registered office is at Wraysbury Hall, Ferry Lane, Hythe End, Staines, Middlesex, TW19 6HG.

1.2   We own and operate the website www.clarendonuk.com

1.3   These Conditions are governed by the laws of England and any disputes arising under these Conditions shall be submitted to the exclusive jurisdiction of the courts of England.

2. YOUR BOOKING

2.1.  Your booking will not be confirmed by us until we have received payment in full for your reservation, or agreed alternative payment terms with you.

2.2.  These Conditions will be emailed to you at the time we confirm your reservation, and are deemed by us as having been accepted by you and the Guests at time of payment.

2.3.  As the booker, it is your responsibility to ensure that all Guests are given a copy of these Conditions and understand that they are bound by them.

3. PRICE and PAYMENT

3.1.  Prices are quoted in pounds sterling and are subject to change.  Once a booking has been confirmed we will not increase the prices unless you alter the booking.

3.2.  Unless otherwise stated Prices are quoted exclusive of Value Added Tax (“VAT”) and you will be required to pay VAT (where chargeable) at the prevailing rate.

3.3.  Payment is to be made in pounds sterling only.

3.4.  Full payment is due at the time of booking.

3.5.  Payment can be made by valid debit or credit card or by direct transfer to our bank account: Shadowgrade Developments Limited trading as Clarendon Serviced Apartments account with Nat West Bank account number 88793273 and sort code 60-17-21. Swift code NWBK GB2L; IBAN Code: GB49 NWBK 6017 2188 7932 73.

3.6.  Invoices confirming the booking will be dispatched as part of the booking procedure.

3.7.  Should your account be overdue for payment we reserve the right to charge interest at 4% per annum above the Bank of England base rate from the due date for payment.

4. CANCELLATION & ALTERATIONS TO BOOKINGS

4.1.  A cancellation charge will not apply and a full refund will be given where the appropriate notice, as set out below, of the cancelled booking has been received and acknowledged by us by email.

4.2   Should you wish to cancel or significantly alter a booking for accommodation unless you give us 14 days’ notice by email prior to your booked arrival date, we will charge you 14 nights stay.

4.3   Should you wish to cancel or significantly alter a booking for accommodation for a stay of 90 or more nights unless you give us 30 days notice by email prior to your booked arrival date, we will charge you 30 nights stay as a cancellation charge.

4.4   Where a Guest wishes to depart before the booked departure date, the cancellation fee and notice periods stated above will apply, and you will be charged the nightly rate multiplied by the number of days which should have been included in the notice period.

4.5   Where a Guest wishes to extend the period of stay in the Property, notice by email should be given to us as soon as possible.

4.6   We cannot guarantee any extension, which is subject to availability of the Property.  An alternative apartment may be offered if the Property has been booked for all or part of the required extension period.

4.7   We reserve the right to charge a different price for the Property for any period of extension.  Payment for the extension period will be required immediately that we confirm the availability of the Property or alternative apartment(s) to the Guest or to you.

4.8   These Conditions apply to any extension of the booking in the same way that they apply to the original booking.

4.9   Failure to check in on the date of arrival and/or any cancellations of bookings (or part bookings) owing to disruption to or cancellation of your travel arrangements, whether caused by an act of God, industrial action, or other circumstances not being the fault of Clarendon will not reduce or cancel your liability for the full cost of the booking, and if applicable, cancellation charges will apply in accordance with this paragraph 4. You are therefore advised to take out adequate insurance to cover your losses in such situations.

5. ARRIVALS AND DEPARTURES

5.1.  Check in is from 14:00 on the date of arrival.

5.2.  Check out is before 10:00 on the date of departure.

5.3.  Check-in instructions are sent together with your booking confirmation.

5.4.  The Apartment Information Folder within the Property will confirm the procedure for check out.

5.5.  Failure to check out on time may result in extra charges commensurate with the level of interruption caused.

6. NO TENANCY CREATED

6.1   The Property is not for use as the principal or additional home or residence of the Guests. The Property is only to be used either as temporary accommodation, holiday accommodation, or as accommodation in connection with the business needs of you, your organisation and/or the Guests, as appropriate. No persons other than the Guests have the right to use the Property.

6.2   These Conditions amount to a contractual agreement for the use of the Property either as temporary or holiday accommodation ancillary to the requirements of your/the Guests’ business and do not create a tenancy of the Property (periodic or otherwise). No relationship of landlord and tenant is created between us and the Guests.

6.3   These Conditions constitute an excluded agreement under section (3A)(7)(a) of the Protection from Eviction Act 1977 (as amended) and cannot be construed as an assured tenancy under the Housing Act 1988 (as amended).

7. ACCOMMODATION

7.1   We cannot guarantee the exact apartment number(s) prior to arrival but will accommodate the Guests in apartment(s) of an equivalent standard and nearby location.  No refund will be payable in such circumstances.

7.2   The Property is only to be used by the maximum number of Guests suitable for the Property, as advertised by us.  All Guest names should be submitted at the time of booking.  Any variation in the identity of the Guests must be notified to us by email in advance of arrival.  The Property must not be slept in by any other persons.

8. FACILITIES AND SERVICES

8.1   The price for the use of the Property includes:

8.1.1    the supply of water, electricity, gas, sewerage, (as applicable);

8.1.2    payments in respect of Council Tax;

8.1.3    television licence fee;

8.1.4    telephone line rental;

8.1.5    one broadband internet connection;

8.1.6    weekly housekeeping service (including general cleaning, changing of linen and towels, making of beds, removal of rubbish);

8.1.7    routine maintenance, e.g. light bulb changes.

8.1.8    The price for the Property does not include:;

8.1.9    telephone call charges; or

8.1.10  the provision of food or beverages.

8.2       We cannot be held responsible for any failure or interruption of services to the Property beyond our reasonable control, or for any damage, disruption or noise caused as a result of repair works being carried out in another part of the building.

9. ACCESS

9.1       Guests do not have exclusive access to the Property and we, our staff and contractors have the right of access to the Property at all reasonable times (and at all times, in the case of an emergency) without notice to the Guests.

9.2       Weekly housekeeping visits to the Property will occur without notice in the time slot detailed in the Apartment Information Folder at the Property.

9.3       We will issue one set of all necessary keys, fobs and car park access passes (if applicable) for each apartment, unless otherwise requested in advance (in which case a £50 deposit may be taken for each additional set of keys supplied).  We will retain a full set of keys for access to the Property.

10. GUEST RESPONSIBILITIES

10.1     Guests must comply with the regulations for use of the Property set out in the Apartment Information Folder, located in the Property. If any Guest breaches any of these Conditions or the regulations we reserve the right to request the Guest to vacate their apartment immediately, without refund.

10.2     Smoking is not permitted in any Property.

10.3     Pets must not be kept at or allowed to visit the Property.

10.4     Guests are responsible for the safety of their own belongings and the behaviour of their children whilst at the Property.

10.5     Guests must use the Property responsibly and with respect for other guests staying in nearby apartments.

10.6     Guests must keep the Property, and its furniture, fittings and effects in the same condition as on the date of arrival, wear and tear allowing, and must leave the Property in the same state of cleanliness and general order as it was on arrival, in order to avoid incurring any Additional Charges.

10.7     Guests must notify us of all damage, lost or broken items, or matters requiring maintenance, in the manner set out in the Apartment Information Folder.

10.8     Guests’ belongings must be removed from the Property on the date of departure.  All lost property will be kept by us for a maximum of one month from the date of discovery, and thereafter may be discarded.

10.9     Regular servicing and cleaning of the Property is essential in order to maintain our high standards and minimise health and safety risks and fire hazards to Guests and our staff. Accordingly the Property must be kept free of unnecessary clutter and excess personal belongings, in order that the regular cleaning and servicing of the Property by our staff is not hindered in any way. Sufficient cupboard and wardrobe space is available at the Property for the storage of personal items during your stay.

10.10   We reserve the right to terminate Guests’ stay prior to their scheduled departure date should the weekly cleaning and maintenance of the Property not be possible owing to excess clutter or disarray caused by Guests’ belongings.

10.11   Where Guests are staying at the Property for more than 30 days Clarendon may carry out a full and detailed condition inspection after the first 30 days and thereafter upon notice. Guests will be notified in writing in advance of each inspection of the Property.

11. BROADBAND AND TELEPHONE

11.1     We are not responsible for loss or damage to Guests’ own computers or contents whilst in the Property or whilst connected to the broadband connection at the Property.

11.2     Guests must not use the broadband connection at the Property for illegal or immoral purposes. Guests responsible for use of the broadband connection for such purposes shall be liable for any and all loss or damage reasonably suffered by us as a result of any claim brought against us in connection with such use or otherwise.

11.3     Guests are responsible for the cost of telephone calls at the Property and must contact the telephone provider direct, in accordance with the instructions in the Apartment Information Folder, to use the telephones for outgoing calls.

12. ADDITIONAL CHARGES

12.1     We reserve the right to charge for damage caused by the Guest at the Property including but not limited to breakages, loss or damage to the Property or any of its contents, cleaning/specialist treatment charges where more than routine cleaning is needed, or when smoking has occurred in the apartment, replacement of lost keys, electronic fobs or car park passes, attending to a Guest lock-out where the fault lies with the Guest or where we’ve incurred financial loss because the Property cannot be immediately available for the next guest stay due to damage or interruption caused by the Guest.

12.2     You will be provided with a written statement of any Additional Charges so incurred together with our invoice. Where the level of the Additional Charges is not stated in these Conditions, we will charge you the actual cost of the cleaning, replacement, repair, services or loss (as appropriate together with an administration charge of 10%.

12.3     Payment for any such Additional Charges is due against our presentation of invoice,

13. DATA PROTECTION AND PRIVACY

13.1     In respect of any booking we are a data controller for the purpose of the Data Protection Act 1998 (“DPA”).

13.2     We shall (and shall procure that any of our staff, agents, officers or suppliers involved in the provision of the Contract) duly observe all our obligations under the DPA which arise in connection with the Contract. By proceeding to make a booking with us you consent that we may process the personal data (including sensitive personal data) that we collect from you in accordance with our Privacy Policy.

13.3     The provisions of this clause shall apply during the continuance of the agreement and indefinitely after its expiry or determination,

13.4     We use authorised third parties to manage our website and our online booking process and the provision of online payment services. You acknowledge and accept that in the event of you making an online booking with us, such authorised third parties will have access to and will process your personal data (as defined in the DPA) including your relevant debit or credit card details used for payment of an online booking with us. You acknowledge and accept that in respect of any online bookings that you make with us, we are the data controller for the purposes of the DPA and such authorised third parties are data processors for the purposes of the DPA.

13.5     By making an online booking you consent that we and such third parties may process the personal data (including sensitive personal data) that we collect from you in accordance with our Privacy Policy.

13.6     Please address any questions, comments and requests regarding our data processing practices to scotth@clarendonuk.com

14. GENERAL PROVISIONS AND CIRCUMSTANCES BEYOND OUR CONTROL

14.1     Paragraph headings do not affect the interpretation of these Conditions.

14.2     These Conditions apply to all bookings, even those made on non-Clarendon booking forms, and over-ride all other terms and conditions on such booking forms.

14.3     We are not liable for loss or damage to Guests’ belongings, however caused. Guests should ensure that that their own insurance policy covers these items during their stay at the Property.

14.4     These Conditions apply in full to the extent that they are not expressly varied by us in writing and such variation is notified to you.

The provision of accommodation by us under these conditions is subject to any unexpected and uncontrollable events including industrial