Terms & Conditions & Privacy Policy, January 2019

 

Terms & Conditions

When you book your accommodation you enter into a legally binding contract to the conditions set out below. Please take time to read them carefully.

 

Prices

White Lodge B&B publishes a tariff every year. This is a guide to the price of a room by season but it is subject to change depending on the demand on any given day. Go to our Booking Your Stay page to see further details of our prices. Our bookings are generally for a two-night stay;

a one-night stay is subject to availability. As guests come for peace and quiet, we have an over 16 year old policy, unless by prior arrangement. An adult must accompany children at all times.

 

Bookings

Full payment is required for website bookings at the time of the booking. Phone /email bookings require credit card details which will be validated to secure your booking. A successful booking will be confirmed by an email from White Lodge B&B via our booking system freetobook. Any supplementary charges (e.g. picnic lunch, laundry etc.) should be settled at the time of ordering. We cannot accept bookings from anyone under the age of 18 years old.

 

Payment Method

Payments may be made by cash, electronic transfer of funds or using your credit/debit card. Cheques and Diner cards are not accepted. Payment is taken as your agreement to the Terms & Conditions of booking which appear on the website, these are legally binding.

Book online with secure online payment, by clicking on our availability button or by phone +44 (0)1273 400151.

 

Cancellations

White Lodge B&B has a strict cancellation policy and we advise guests to take out adequate INSURANCE in case of any unforeseen circumstances resulting in last minute cancellations.

Your booking with White Lodge B&B is a legally binding contract any changes or cancellations to a booking must be made in writing by email. A booking can only be regarded as amended or cancelled upon receipt of our confirmation. Cancellations or amendments by phone cannot be guaranteed. If you cancel the following terms apply.

  • More than 14 days notice prior to date of arrival  – 100% booking cost is refundable

  • Less 14 days notice prior to date of arrival  – 50% booking cost is refundable

  • Less than 7 days notice prior to date of arrival  – your booking is non refundable and non-transferable

 

White Lodge B&B reserves the right at its absolute discretion to cancel a booking and will provide a full refund of any monies paid. If it is necessary to cancel your booking with less than 14 days notice, White Lodge B&B shall if required use reasonable endeavors to assist you in finding alternative accommodation within the Lewes area. We reserve the right to alter rooms allocated if necessary. We are relieved of all liability should the White Lodge B&B accommodation not be made available due to circumstances beyond our control (see ‘Force Majeure’) and the deposit will be refunded in full.

Please be aware that due to the new The Payment Card Industry Data Security Standard (PCI DSS) regulations covering online credit card transactions we do not receive your card details if booked online. SagePay is our online payment provider and handles your details. So you will need to telephone us with your card details for a refund to be issued. We will carry out security checks to ensure a fraud is not being committed. We reserve the right not to issue a refund at our discretion. 

 

White Lodge reserves the right to charge an administration fee of up to 3% of the total amount due; to cover our administrative costs in relation to any agreed refund. This fee applies regardless of whether this is cash, personal or business credit cards, debit cards or any other reasonable means. 

 

Arrival and Departure

Check-in is between, 15.00 - 21.00. Please inform us by phone if you are arriving after 19.00 so we can ensure that someone is here to welcome you. We are unable to accept check in after 21.00.Guests are asked to vacate their rooms by 10.30 on the day of departure.

 

Pet Policy

We have 2 cats so unfortunately no other pets are allowed on-site.

 

Smoking Policy

White Lodge does not permit smoking or vaping in the house or within the grounds.

 

Free WiFi

Subject to availability guests are welcome to use the free wireless broadband service we provide, but we will not be held responsible for any loss of service or damage to guest computer data.

 

Group Bookings

Group bookings are accepted entirely at our discretion.

 

Guests Liability

Guests are jointly and severally liable for the cost of any damage caused by anyone or too anyone in their party during their stay at White Lodge or whilst in its grounds. All children must be supervised at all times. Use of our facilities is at the guest’s own risk and we shall not be held liable

for personal injury. Care should be taken whilst walking on the roof terrace; we request the use of flat soft-soled shoes on the fibreglass roof, on the oak staircase & landing and in the first floor bedrooms. Guests should not lean on or climb the balustrade on the balcony it is there for guest safety.

 

Our on-line payment provider retains your credit/debit card details during the period of your stay. This is in lieu of a 'Damages Deposit' (alternatively a cash deposit of £100.00 per room is required). Subject to no damage being caused to either property or possessions at White Lodge, and your full compliance with our Terms and Conditions, no money will be taken from your card. However, any Guest causing damage to the property, including but not limited to Guest rooms, fixtures, furnishings, artwork, or linens, will be liable to a charge of 130% of the

replacement value, reinstatement costs or cost of cleaning. We reserve the right to ask any Guest (or party including that Guest) to leave the premises without refund or compensation if any damage is deemed to have been caused deliberately.

 

Our Liability

We cannot accept liability for any damage, expense, injury, death, or loss of any nature whatsoever suffered by any person(s) from any cause whatsoever other than the proven negligence of ourselves or our employees. This clause does not attempt to exclude negligence or breach of statutory duty.

 

Maximum Occupancy

The maximum occupancy of the accommodation booked is two adults and is only available to pre-paid Guests. Any invitation given to unauthorised additional overnight visitors will result in the Guest's credit card being charged with the equivalent cost of accommodating the additional Guest(s) in separate room(s) at the prevailing tariff.

 

Disorderly Behaviour

Subject to the owner’s discretion, White Lodge reserves the right to refuse check-in, or ask guests to leave without refund or explanation if

guests are found to act inappropriately e.g. if you are under the influence of drink or drugs, acting in a way that causes a nuisance, disturbance, damage, puts others at risk, is offensive or that is on anyway threatening to either staff or guests.

 

Lost Keys

The cost of replacing keys lost by Guests is charged at £20 each.

 

Valuables

Guests should take adequate precautions to protect the safety of their vehicles and their belongings, as White Lodge B&B will not be held responsible for any loss or damage. Valuable items can be locked away upon request. If we find items left by guests following departure we will attempt to contact them to arrange return of the item (subject to payment of a £5 admin fee plus the cost of Royal Mail postage). If we do not receive a guest response or authority to return an item, it will be kept in storage for no longer than 1 month, after which time we reserve the right

to dispose of them of as we see fit. 

 

Cooking /Meals

Guests are not permitted to set up temporary cooking anywhere within the accommodation or grounds. No food to be consumed in the bedrooms you are welcome to eat at the dining room table.

Parking

You may park and drop off your luggage at the front door of the house. Parking is available on the driveway and is clearly sign posted. Please park considerately. Secure parking is available in the garage for bikes and motorbikes.

 

Vehicles

Your vehicles and their accessories and contents are left entirely at your risk. We will not be responsible for any loss from or damage to any vehicle howsoever caused, other than the negligence of our employees or ourselves.

 

Force Majeure

We regret we cannot accept responsibility or pay any compensation where the performance or prompt performance of our contract with you is prevented or affected by reason of circumstances which amount to “force majeure”. Circumstances amounting to “force majeure’ include any event which we could not, even with all due care foresee or avoid. Such circumstances include the destruction or damage of our property (which cannot reasonably be remedied to a satisfactory standard before the start of your stay); through fire, flood, explosion, storm or other weather damage, break-in, criminal damage or any similar event. Such circumstances also include but are not limited to failure of supplies of water, power, transport, equipment or other deliverables or services, restrictions imposed by government or local authority, riots or civil strife, industrial action, natural or nuclear disaster, adverse weather conditions, war or threat of war, actual or threatened terrorist activity and all similar situations beyond our control.

 

Any Shortcomings

You must notify us immediately of any shortcomings with your Accommodation, so that remedial action, if appropriate, can be taken. We cannot accept any liability in relation to any shortcomings or claims of whatever nature if you fail to notify us of any complaint or claim during your stay.

 

Third Party Links

We have placed links on this website to other websites which you may wish to visit. White Lodge B&B does not review or endorse those websites and has no control over their content. Therefore we can accept no liability if you visit those websites.

 

 

Privacy Policy

White Lodge is committed to protecting the privacy and the confidentiality of any personal and/or transactional information in accordance with The General Data Protection Regulation (GDRP), 25thMay 2018. This Privacy Notice explains how we at White Lodge B&B use any personal information we collect about you.

 

What information we collect:

When you make a booking with us by we collect the names of all the guests who will be staying, the home address, email address, mobile number, home telephone number and of the person making the booking. At a later date we will request information about the parties preferences during their stay and any allergies we need to cater for. We also collect a debit or credit card number for payment information - this is processed directly by secure PCI Level I complaint payment provider Sagepay.

 

How we use the information we hold on you

We use the home address as part of the card processing to validate the card.

We use your email address to send confirmation of the booking and an email with more details on how to find us and other information you may find useful for your stay.

After your stay you will receive an automatic email from our booking system asking you to fill in a feedback form. Before you leave we request your permission to send you a personalized mail link to review White Lodge B&B on Trip Advisor and to send relevant emails on a one on one basis from time to time (no more than two per year). We will not use your telephone number to contact you unless you request us to or we have not been able to contact you by email or SMS or in case of emergency.

 

How your data is stored

All of the personnel and debit/credit card date you supply to us as part of the booking process is stored securely on a third party system, Freetobook. Neither Freetobook nor we will share your information with any third party unless there is a legal reason for doing so.

 

Marketing

We would like to stay in touch with you on an individual basis to send relevant information about the B&B or local events and Festivals. We do not operate generic distribution lists or generate bulk, untargeted emails or text messages.

 

Guest Registration

We are required by law to collect the following information on all our guests. We do this by asking you to complete a registration form on arrival. For commonwealth guests – name and nationality. Non-commonwealth guests: name, nationality, passport number and address of next destination. These forms are kept safely in a locked office. We are required to keep these registration forms for a year and show them to a police officer if they request to see them. We will destroy these forms twelve months after your stay. We are required to retain accounting information for seven years.

 

Access to your information

If you would like to: access, correct, amend or delete any personal information we have about you (subject to the timescales detailed above), you are invited to contact us by email us at stay@whitelodgesussex.com

 

Cookies

Cookies are text files places on your computer to collect standard Internet log information and visitor behavior information. This information is used to track visitor use of the website and to compile statistical reports on website activity. You can set your browser not to accept cookies. See www.aboutcookies.org for more information.

 

Privacy Policy Updates

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you on the website that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, that we use and/or disclose it.

 

CCTV Surveillance Cameras

For peace of mind we operate 4 externalCCTV cameras on the property in order to protect our guests, our animals, our property and ourselves.  We use this to monitor any suspicious activity, to deter crime and if lawfully required to assist the police/authorities in identifying offenders. 

 

One camera monitors the front door and driveway, one monitors the main gates, one the garage and private parking area and the last one monitors our patio area. None of the cameras can view the interior of the property or any of the guests’ private areas.

 

Any images or recordings are retained for a maximum of seven days on a secure server provided by Netgear, prior to deletion. The only exception to this is if the authorities lawfully require access to them as part of any criminal investigation. The only people to have access to this data are White Lodge owners Ann & Martin Janes. The data can only be accessed via an app on our smartphones and our computer all of which are password/fingerprint protected.

white lodge b&b, town littleworth road, cooksbridge, east sussex, bn8 4td, uk

© 2019 white lodge b&b 

 luxury boutique bed and breakfast lewes east sussex