Room bookings: terms and conditions

 

These terms and conditions apply to all room bookings made to stay at Ellasfield, whether made via our website, by email, or over the telephone. They contain important information about your stay and we kindly ask that you read these carefully. If there is anything you would like to discuss regarding your booking or these terms and conditions, please don't hesitate to contact us.


 

Your booking request

Your booking will not be complete until you receive a confirmation from us, at which point a contract will come into existence between you and us.

We require credit or debit card details from you to confirm your booking. Where you have booked online your card will be charged a deposit equivalent to the full stay rate when you make your reservation. Where you have made any other type of reservation, your card will be charged according to the terms of the rate policy unless one of the events specified below occurs, for example if you cancel your booking after the allotted time. For more details of how we will process your personal data and credit or debit card details for your reservation please see our privacy policy and the details set out on our booking engine.

Changing or cancelling your booking

If you wish to make a change to your booking, please contact us using the details listed in the ‘Contact Us’. We will let you know if the change is possible and will send you a confirmation email if the change is accepted.

We will do our best to avoid having to cancel your booking, however, where necessary, we reserve the right to cancel your booking at any time. In such circumstances, we will provide you with a full refund and we will have no further liability to you in relation to the cancellation.

If we receive your cancellation request by no later than the applicable Cancellation Deadline, 48 hours after booking, there will be no charge in relation to your cancellation. Any cancellation request we receive after the applicable Cancellation Deadline will be subject to a fee equivalent to the total cost of the stay in the room you had booked, including any VAT/applicable taxes in relation to that room charge. This cancellation fee will be charged to the card details you supplied to us at the time of making your booking. This cancellation fee will also apply if you fail to arrive for your stay at Ellasfield, and a prepaid reservation will incur the entire stay charge.

If you wish to cancel your booking, please contact us by using the information provided in the 'Contact Us' section.

Checking in and out

Unless otherwise agreed or as set out below, the check-in time is 3pm and we kindly ask that all guests depart by no later than 10am.

You can also find the check-in and check out times for each of our bedrooms on the bedroom details page on our website.

Security

In the interests of security and the prevention of fraud, we may ask you to confirm your identity by providing your passport, driving licence or other form of photo ID upon arrival.

Guests travelling from outside the UK

If you are travelling to our bedrooms located outside of the UK, we may be  required by national and or state laws (depending on the location of your particular reservation) to ask for your passport and the place of your next destination upon arrival. If you do not have your passport, we reserve the right not to honour your reservation. We will retain this record for a period of 12 months and we may disclose this to a police officer or other official as required by law, regulations and or statutory orders. We are required to collect this information in relation to each member of your party over the age of 16 and we reserve the right to refuse entry to Ellasfield to anyone who is unable to provide this information.

Guests under 18

Please note that all guests under the age of 18 must be accompanied by adults during their stay. We reserve the right to refuse entry to Ellasfield to anyone who is under the age of 18.

Charges

The price of your stay will be the price indicated when you make your reservation via the website, or as communicated to you if you place your booking by telephone or email. Please check the price in your confirmation email. We will do our best to ensure that the price advised to you is correct however, it is always possible that some of our room charges may be incorrectly priced. We will confirm the price of your stay in our confirmation email, so please double-check that when you receive it and let us know if you notice any abnormalities. Where there has been an obvious discrepancy between our room charges and the price stated on our website or otherwise communicated to you, we reserve the right to charge our correct room charges or to cancel your reservation.

Your stay

During your stay, we ask that you comply with the following House rules:

Our rooms

The images of our rooms and facilities on our website are for illustrative purposes only. Each part of Ellasfield is slightly different and your room or the facilities you use during your stay may vary slightly from those images. Your reservation is for a particular type of room and, whilst we will try to accommodate specific room requests, unfortunately we cannot guarantee that you will be able to stay in a specific room during your stay.

Food and drink

Ellasfield offers many options for food, including room service for pre arranged meals. 

Noise

All guests are asked to respect our other guests and nearby residents when in their room, grounds, or while in the surrounding area.

No smoking

No smoking or vaping is permitted inside the buildings at Ellasfield any time, whether in your room or elsewhere. Ellasfield  has designated smoking areas and our staff will happily advise you of their location upon request. We reserve the right to charge a fee in respect of specialist cleaning in the event we suspect smoking has taken place in your room(s) during your stay. We also reserve the right to terminate the remainder of your stay in the event that we find you have failed to comply with our smoking policy.

Animals and pets

No animals will be allowed in Ellasfield without the prior consent of Ellasfield management except for service dogs or service animals, as defined by applicable laws of the location of the particular reservation. Where such consent has been granted, the dogs are restricted to bedrooms only and are not permitted in any public areas unless they are service animal. We reserve the right to charge a fee in respect of any damage or specialist cleaning that may be required. We also reserve the right to terminate the remainder of your stay in the event that an animal is causing a disturbance

Accidents

Guests must report any accident or injury they or their guests may have whilst on the premises immediately to a member of management and in any event, within 24 hours of the incident. This information is needed in order to comply with health and safety obligations and for insurance purposes.

Inappropriate behaviour

We kindly ask that you respect our other guests and refrain from any improper, violent or abusive behaviour and any illegal conduct at all times during your stay. We reserve the right to ask you to leave the premises and cancel the remainder of your stay (the cost of which will be charged to the card you have used to secure your booking) in the event that you fail to respect this policy.

Damage

We kindly ask that all guests respect Ellasfield rooms and facilities. In the event that there is any damage to the room(s) during your stay or if any items are missing from your room(s) upon your departure, we reserve the right to charge a reasonable fee in respect of such damage and/or missing items.

Press

Ellasfield has a strict no press policy. Guests will be held accountable if they disclose or identify any other members or guests who are in Ellasfield in any press or social media including Facebook, Twitter, Instagram and on personal blogs. 

 

Using Ellasfield facilities

Use of any of the wood fired hot tubs or facilities at Ellasfield is entirely at your own risk. Induction sessions explaining how to safely and properly use the equipment can be made available upon request before using the facilities, there are instruction manuals in each room. You must not use any equipment or undertake any activity at Ellasfield unless you are satisfied that you are competent to do so in a safe and proper manner.

When using any equipment and undertaking any activity available at Ellasfield, you must take care to safeguard your own health and safety and that of other people, and you will be solely responsible for any loss or injury that you cause to yourself, other persons or to the equipment or facilities to the extent that it is caused through your unsafe or improper use of the equipment or facilities (including your use of them whilst under the influence of alcohol or medication) or your failure to advise Ellasfield staff of a medical condition relevant to your use of the equipment or facilities.

A 100 per cent cancellation charge will be incurred if you cancel any therapy, yoga or meditation session, studio class or hair appointment less than 48 hours local time prior to the time of the appointment.

Damage and loss

Please leave personal items locked in your rooms. All reasonable efforts are made to provide a secure environment. Nevertheless, the risk of theft, damage or loss of our guests’ personal possessions cannot be eliminated entirely and we strongly advise you against bringing valuable items such as jewellery or large amounts of cash to Ellasfield. Management reserves the right, in its sole discretion, to refuse to store any personal property of guests.

We shall not be liable to any guest for any loss, damage or injury suffered by our guests or to their property. However, this does not exclude or limit in any way our liability where it would be unlawful to do so, and which includes liability for death or personal injury caused by our negligence (or the negligence of our employees, agents or subcontractors) and for fraud or fraudulent misrepresentation.

Your personal information

We will use the personal information you provide to us in accordance with our privacy policy.

Ellasfield trade marks

All guests shall not use the names, logos, colours, trademarks, service marks, photographs, trade dress, or other identifying features of Ellasfield (the 'Ellasfield') without obtaining our specific prior written approval as to the specific use.

Guests expressly recognise that the Ellasfield marks are the valid, unique and exclusive property of Ellasfield, its parent, affiliates and/or subsidiaries. Guests may not produce or create, or authorise others to produce or create, the Ellasfield Marks for any purpose whatsoever, including, but not limited to, in any communications, marketing, advertising or other promotional materials (including, but not limited to, brochures, flyers, invitations, and email messages) that utilise the Ellasfield Marks without our prior written consent.

Other important terms

Force majeure

Ellasfield will not be responsible and will not pay any compensation where we are preventing or delayed from performing our obligations due to an event beyond our reasonable control, including but not limited to flood, pandemic, epidemic, a public health emergency, a governmental, regulatory authority, federal and or state mandated closure, earthquake, mechanical breakdown, IT failure, fire, adverse weather conditions, acts of terrorism, gas, water or other utilities.

We may transfer this agreement to someone else: We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.

If a court finds part of this contract illegal, the rest will continue in force: Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

Even if we delay in enforcing this contract, we can still enforce it later: If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the products, we can still require you to make the payment at a later date.

Governing law and disputes

These terms are governed by English law and you can bring legal proceedings in relation to these terms or your stay at Ellasfield  in the English courts. If you live in another country in Europe, consumer law and regulation may mean that you can bring legal proceedings the country within Europe in which you reside. If you live in North America, consumer law and regulation may mean that you can bring legal proceedings in the State in which you reside.

Alternative dispute resolution

Alternative dispute resolution is a process where an independent body considers the facts of a dispute and seeks to resolve it, without you having to go to court. If you are not happy with how we have handled any complaint, and you live in the UK or Europe you may want to refer your matter to RetailADR via their website at https://www.retailadr.org.uk/. RetailADR is approved by the government to provide alternative dispute resolution services. They will not charge you for making a complaint and if you are not satisfied with the outcome you can still bring legal proceedings. We do not intend to initiate dispute resolution through RetailADR ourselves, but you are always entitled to do so and if you do lodge a complaint with RetailADR, we will engage with Retail ADR in relation to your complaint. In addition, please note that disputes may be submitted for online resolution to the European Commission Online Dispute Resolution platform, which you can access at https://ec.europa.eu/consumers/odr/main/index.cfm?event=main.home2.show&lng=EN