Terms of business template for hotels (B2C)

These Hotel Terms of Business are designed for use by hotels providing a standard range of services (i.e. accommodation, food and drink). Key aspects of such businesses are covered including booking, fees and payment, cancellations and rules of the establishment.

This document is compliant with the GDPR (General Data Protection Regulation). The Data Protection clause in it refers to a Privacy Notice available on request/attached, and you might wish to use our standard Privacy Notice for this purpose: you can find it by clicking here.

This document assumes that your hotel offers promotional rates (for example, discounts for booking early and paying in advance). Additional payment terms are incorporated to cater for such rates.

Designed with flexibility in mind, this template contains a number of optional provisions addressing matters such as charges for late cancellations or no-shows; the provision of smoking rooms; and parking facilities.

Optional phrases / clauses are enclosed in square brackets. These should be read carefully and selected to ensure that they are compatible with one another. Unused options should be removed from the document. Clause cross-references may require updating.

These terms should be used only where the hotel’s customer is a “consumer” as defined in the Consumer Rights Act 2015 (i.e. an individual who receives services for his/her personal use and for purposes wholly or mainly outside the purposes of any business of that individual or another). The terms are suitable for use where the contract is an “on premises”, “off premises” or “distance” contract as defined in the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. The Regulations require you to supply certain information to customers who are consumers before you accept their booking. The Regulations do not confer on the customers right to cancel his/her booking where the service to be provided is the supply of accommodation (rather than some other type of consumer service), but we have included a right to cancel (in Sub-clause 4.1) up to a stated period (typically 24 or 48 hours) before the agreed check-in date and time. However, this right to cancel will not be available if the customer has paid some time in advance at a promotional rate (i.e. less than the rate applicable to payment on check-out (or, if agreed, on check-in).

This document has been updated to take full account of the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. These terms are not suitable and should not be used where the hotel's customer is not a "consumer". For that case, we have provided in this subfolder an alternative set of terms and conditions, the Hotel Terms of Business (B2B), which should be used instead.

This document duplicates the Hotel Terms and Conditions (B2C) (also updated) available in Terms and Conditions > Services Terms and Conditions Templates.

These Hotel Terms of Business contain the following clauses:

1. Definitions and Interpretation
2. Bookings and Reservations
3. Fees and Payment
4. Cancellations
5. Check-in and Check-out
6. Hotel Rules
7. Food and Drink
8. [Car Parking Facilities]
9. Disabled Customers
10. Limitation of Liability
11. General
12. Data Protection
13. No Waiver
14. Severance
15. Law and Jurisdiction

This document in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

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