Terms & Conditions

These Terms are applicable to all Contracts of any kind made by Hotel de Vie of 22 Firgrove Hill Farnham Surrey GU9 8LQ ("HdV") and its guests ("the Guest") and apply to all reservations, bookings and agreements for accommodation, dining, function room hire and use of all facilities at HdV.
Guests are invited to read these provisions and note their responsibilities, arrangements for payments, cancellation terms and limitations on the liability of HdV. The Contract is conditional on the payment of the Deposit, or booking of a room in accordance with our standard booking policies (either directly, or through one of our resellers).

1. INTERPRETATION
Arrival means the date on which the Facilities are to be provided or shall start to be provided by HdV;
Guest means the person, persons or company, their guests, agents representatives or subcontractors for whom HdV has agreed to provide the Services in accordance with these Terms;
Contract means the contract for the provision of the Services including these Terms as appropriate;
Deposit means the payment specified in clause 5 and Schedule;
Services means the provision of accommodation, function room and/or supply of food and beverages and other Services by HdV for the Guest described in writing by HdV and on its website or in its publications;
Schedule The Schedule of deposits and payments and cancellation terms annexed to this Agreement;
Rate means the charges shown in any brochure of HdV or other published literature relating to the Services in force from time to time. All rates include VAT at the current rate. Accommodation rates are per room per night, continental breakfast included
Terms means these terms and conditions.
2. PROVISIONAL RESERVATION AND CONFIRMATION OF RESERVATIONS
2.1 If HdV confirms the reservation this Contract is conditional on the Guest supplying credit card details and the authority for charges to be deducted (including cancellation charges) on the payment terms outlined in the Schedule.
2.2 If credit card details and payment authority is not given to HdV by the Guest then subject to any outstanding obligation due to HdV from the Guest the Contract will cease to be of effect. The Services that are the subject of the provisional reservation will be released and be resold without any further notification to the Guest.
3. SUPPLY OF THE SERVICES
3.1 HdV shall provide the Services to the Guest subject to the Contract.
3.2 The Guest shall at its own expense supply HdV with all necessary data or other information relating to the Services within sufficient time to enable HdV to provide the Services in accordance with the Contract. The Guest shall ensure the accuracy of all such information. Specific information requirements are contained in the Schedule. HdV may at any time without notifying the Guest make any changes to the Services which are necessary to comply with any applicable safety or other statutory requirements, or which do not materially affect the nature or quality of the Services.
4. CHARGES
4.1 The charges payable by the Guest shall be detailed in writing by HdV. If no charges are specified or additional and varied Services are provided to the Guest, the Guest shall pay the Rate on the day the Services are provided and any additional sums which are agreed between HdV and the Guest for the provision of the Services.
4.2 HdV may vary ‘the Rate’ from time to time.
4.3 All charges quoted to the Guest for the provision of the Services are inclusive of any Value Added Tax at the applicable rate at the tax point unless otherwise stated.
4.4 Any person smoking within the hotel (or within 6 foot of any open door or window of the hotel) will be charged £300 per offence. Smoking within a non-smoking area is now illegal, it is a criminal activity, and we generally need to close out the room(s) for 2 days to remove the lingering smell plus work very hard at cleaning all the fabrics.
4.5. Guests who lose their room key (and/or front door key) will be charged a minimum of £150 (to help cover the costs of changing all the locks, and making a new room key fob). This will be deducted from your card if not paid by alternative means.
4.6 Red wine is no longer permitted to be taken or consumed in any of our bedrooms. Guests who ignore this, and subsequently spill red wine in their rooms (or similar products) will be charged for its cleaning/removal. If we're able to remove the spillage immediately, there is a good chance no stain will remain, and we may be able to reduce the damage charges. However, guests who spill red wine on our carpets, bedding, fabrics or even our walls, etc. will be charged for the replacement/repainting of said carpets/walls. This typically starts at £250 per spillage. To help prevent this charge, please do not take red wine upstairs or into your room at any time.
4.7 We only have limited staffing here at Hotel de Vie, therefore, any late arrivals, early check-ins, or late check-outs MUST be prearranged in advance, and must be agreed typically the day before (subject to staffing availability). We charge a minimum of £15 per hour (for the prearranged overtime of our staff). This charge will be added to your room bill, and can be charged even after checkout to the card used to secure your booking. The maximum extension to our normal opening hours is just one hour, even when prearranged.
4.8 In addition to the payment schedule below, should guests make more than 2 changes to their booking, and/or we need to provide a refund to the guest's card through no fault of the hotel, the hotel reserves the right to charge a minimum of £10 or 5% administration charge (whichever is greater), to help recover some of the costs incurred.
5. DEPOSIT PAYMENTS
5.1 Deposits are non-refundable except as shown in the Schedule.
5.2 The different requirements for Deposits are set out in the Schedule.
6. PAYMENT
6.1 The payments to HdV to be made by the Guest (including Deposits) are to be made on the date(s) and in the amounts to be calculated as specified in the Schedule.
6.2 If any services under the contract are varied prior to arrival then the payment made will reflect the latest details contained in the written details of HdV.
6.3 Any additional charges due to HdV from the Guest for the Services shall be paid by the Guest on presentation of an invoice.
7. CANCELLATION CHARGES ("NO SHOWS")
7.1 Should the need arise, all cancellations will only be classed as 'cancelled' if confirmed in writing as cancelled by HdV, or via a third party agent you originally made the booking through.
7.2 You're welcome to give us a call by phone, but before we can officially confirm your booking has been cancelled, we need written confirmation (normally via email), which we can then reply back to.
7.3 Throughout this process, the Guest agrees to pay charges to HdV in the event of cancellation of the Services, or if the Guest fail to take up the Services at the time and on the day specified in the Contract. The cancellation charges are calculated by reference to the Schedule below.
8. VARIATION IN SERVICES REQUIRED
8.1 Any variation of numbers, accommodation and food and beverage requirements specified for the Services or other changes or additions must be agreed by the Guest and HdV in writing.
9. LIABILITY OF HdV
9.1 When HdV supplies the Services which include any services supplied by a third party, HdV does not give any warranty, guarantee or other term as to their quality, fitness for purpose or otherwise, but shall, where possible, assign to the Guest the benefit of any warranty, guarantee or indemnity given by the person supplying the services to HdV.
9.2 HdV shall have no liability to the Guest for any loss, damage, costs, expenses or other claims for compensation arising from any instructions supplied by the Guest which are incomplete, inaccurate, or in the wrong form, or arising from their late arrival or any other fault of the Guest.
9.3 Except in respect of death or personal injury caused by HdV's negligence, or as expressly provided in these Terms, HdV shall not be liable to the Guest by reason of any representation (unless fraudulent), or any implied warranty, or any duty at common law, or under the express terms of the Contract, for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by the negligence of HdV, its servants or agents or otherwise) which arise out of or in connection with the provision of the Services (including any delay in providing or failure to provide the Services) or their use by the Guest, and the entire liability of HdV under on in connection with the Contract shall not exceed the amount of HdV's charges for the provision of the Services, except as expressly provided in these Terms, regardless of the cause or form of action.
9.4 Any statutory rights You may have as a consumer remain unaffected.
10. TERMINATION
10.1 HdV may (without limiting any other remedy) at any time terminate the Contract by giving written notice to the Guest if the Guest commits any breach of these Terms, or at the discretion of HdV.
10.1. You may terminate relevant elements of this Agreement by notifying Us. The notification will not be effective until We have received it and provided confirmation of receipt to You.
11. GUEST RESPONSIBILITIES
11.1 Arrival and departure times are from 1500 on the day of arrival and before 1100 on the day of departure. The access and vacate times for all other Services will be as agreed.
11.2 The Guest is responsible for the behaviour of his, her or its guests at HdV and in particular for the orderly conduct of guests attending any function or staying in HdV or otherwise making use of the Services. The Guest must ensure that no noise or nuisance is caused either for HdV or its other guests. The Guest must comply with any reasonable request of HdV and with any policies of HdV as may apply to the Services from time to time.
12. CCTV
12.1 In the public areas of HdV and some staff areas CCTV is in operation and video recordings may be made. This activity is carried out for security and service reasons for the better management of HdV and security for all its Guests and staff.
13. PHOTOGRAPHY AND FILMING
13.1 Photography or filming are not permitted in public areas of the hotel.
13.2 Commercial photography or images in or around the hotel, particularly those which are recognisable as the hotel, including trade marks or trade names, requires the prior written consent of HdV.
14. Car parking
14.1 HdV does not accept responsibility for damage to, or for theft from, or for theft of, vehicles parked on or off the HdV premises.
15. GENERAL
15.1 The Contract constitutes the entire agreement between the parties, supersedes any previous agreement or understanding and may not be varied except in writing between the parties. All other terms, express or implied by statute or otherwise, are excluded to the fullest extent permitted by law.
15.2 No failure or delay by either party in exercising any of its rights under the Contract shall be deemed to be a waiver of that right, and no waiver by either party of any breach of the Contract by the other shall be considered as a waiver of any subsequent breach of the same or any other provision.
15.3 English law shall apply to the Contract, and the parties agree to submit to the non-exclusive jurisdiction of the English courts.
16. Excluded loss
16.1. We will not be liable to You or any third party for any indirect or consequential loss or damage, or for any loss of data, profit, revenue or business, howsoever caused (whether arising out of any negligence or breach of this Agreement or otherwise). HdV will also not be liable for any failure to perform of its obligations under this Agreement caused by matters beyond its reasonable control.
17. Indemnity
17.1. You agree to indemnify us against all liabilities, claims and expenses that may arise from any breach of this Agreement by You or through a machine on which You access any part of our Service.
18. Assignment
18.1. We reserve the right to assign this Agreement, and to assign or subcontract any or all of our rights and obligations under this Agreement. You may not without the written consent of HdV dispose of this Agreement.
19. Entire Agreement
19.1. This Agreement includes Our Privacy Policy and other Terms and Conditions made clear throughout HdV Service. Together they contain the whole of the agreement between Us and You concerning HdV Service and they replace all earlier agreements and understandings with You, except for any fraud or fraudulent representation by either of us. A person who is not a party to this Agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to rely upon or enforce any term of this Agreement.
20. Changes to this Agreement
20.1. HdV reserves the right to change this Agreement from time to time, and post the new version on HdV website. When we do so, it remains Your responsibility to ensure You have viewed the most recent update to this page, and the new version of these Terms and Conditions will take effect, and will govern all HdV Services and Your relationship with HdV, immediately upon the use of any of HdV Services (or such later date as HdV indicates in this Agreement).
20.2. If You do not wish to be governed by the new version of the Agreement, You may notify us on or before the date when the new version of the Agreement is to take effect, and from that date You must cease to use HdV Service.
21. Severability
21.1. In the event that any term of this Agreement is held to be invalid or unenforceable by judicial decree or decision, the remainder of this Agreement shall remain valid and enforceable.
22. Law
22.1. This Agreement shall be governed by and construed in accordance with the laws of England and Wales.
23. Contact
23.1. You can contact us by post at the address shown on our main Contact page. Please ensure You include Your full name, post code and relevant contact details in all correspondence.
26.2. Hotel de Vie is a trading name of Reflejarte Ltd, which is registered at 22 Firgrove Hill, Farnham, Surrey, GU9 8LQ. Registered in England and Wales, Company Number 8611130.

SCHEDULE:

SCHEDULE OF DEPOSITS, REFUNDS AND CANCELLATION TERMS FOR INDIVIDUAL ROOM BOOKINGS (up to 2 rooms or nights)
-More than 14 days before arrival - Payment in full to have been received, or credit card verified to guarantee full payment. No cancellation charge. Full refund provided.
-No more than 2 clear days before arrival - Payment in full to have been received, or credit card verified to guarantee full payment on departure. No cancellation charge. Full refund provided (unless otherwise agreed, ie during special local events).
-Less than 48 hours before first check-in. Payment in full to have been received, or credit card verified to guarantee full payment. No Refund. Full Payment Required.
-On arrival - Payment in full to have been received, or credit card verified to guarantee full payment. No Refund. Full Payment Required.
-On departure - Payment of any additional charges during stay. No Refund. Full Payment Required.
SCHEDULE OF DEPOSITS, REFUNDS AND CANCELLATION TERMS FOR GROUP AND GROUP DINING BOOKINGS (3-6 rooms or nights)
-More than 14 days before arrival - Deposit of 20% of agreed price to secure the booking. No additional charge.
-14 days before arrival - Deposit of 20% of agreed price. No refund of deposit. No additional charge to pay.
-7 days before arrival - Room list to be supplied plus payment in full. No refund & full payment required.
-On Arrival - Payment in full to have been received or credit card verified to guarantee full payment. No refund & full payment required.
-On Departure - Payment of any additional charges during stay. No refund & full payment required
SCHEDULE OF DEPOSITS, REFUNDS AND CANCELLATION TERMS FOR GROUP AND GROUP DINING BOOKINGS (7-10 rooms or nights)
-More than 31 days before arrival - Deposit of 20% of agreed price to secure the booking. No additional charge.
-31 days before arrival - Room list to be supplied plus payment in full. No refund & full payment required.
-On Arrival - Payment in full to have been received or credit card verified to guarantee full payment. No refund & full payment required.
-On Departure Payment of any additional charges during stay. No refund & full payment required.
SCHEDULE OF DEPOSITS, REFUNDS AND CANCELLATION TERMS FOR GROUP AND GROUP DINING BOOKINGS (11+ rooms or nights)
-More than 2 months before arrival - Deposit of 20% of agreed price to secure the booking. No additional charge.
-More than 31 days before arrival - Room list to be supplied plus payment in full. No refund, 50% of total booking charge to pay in total.
-Less than 31 days before arrival - Payment in full to have been received or credit card verified to guarantee full payment. No refund & full payment required.
-On Arrival - Payment in full to have been received or credit card verified to guarantee full payment. No refund & full payment required.
-On Departure - Payment of any additional charges during stay. No refund & full payment required.

General Information

Insurance
Guests are recommended to have insurance to cover cancellation, curtailment, and loss of baggage, personal effects and money.
Smoking
HdV is pleased to provide non-smoking facilities throughout the hotel. Any breach of this provision (either within the hotel, or within 6 foot of any open doors or windows) by the Guest will render them liable to an additional minimum cleaning charge of £300.
Children
HdV is not available for guests under 18 years old.
Minors under 18 cannot be accommodated at any normal booking time, even with supervision.
Disabled Facilities
Unfortunately our hotel has limited facilities for disabled guests. Please review our Leisure FAQs and Business FAQs for further information.
Dogs and other pets
HdV is happy to direct you to local kennels etc as we do not provide any provisions for guest's pets.
Behaviour
HdV reserves the right to judge acceptable levels of noise or behaviour of the Guest, who must take all steps for corrective action as requested by HdV. In the event of failure to comply with management requests, HdV may terminate the booking or stop any event immediately without being liable for any refund or compensation, but the full booking charges will still apply.
Discrimination
It is the policy of HdV not to discriminate on the grounds of race, colour, nationality, creed, sex, sexual orientation, marital status, age, ethnic origin or disability. Guests are also expected to adhere to this policy and HdV may, without incurring any liability to the Guest, remove any person or persons offending against this policy.
External purchases
No wines, spirits, beers or food may be brought into HdV by the Guest, for consumption or sale on the premises without the express consent of HdV and for which a charge may be made by HdV.
Please contact us to check first, before ordering. It's likely will also be able to supply you with ice-buckets, wine glasses and/or champagne flutes as appropriate.
Comments and complaints
Any comment or complaint regarding the stay should be made in writing within 7 days to HdV. We take a great many steps to reduce the chances of any potential negative feedback, in advance and prior to your stay.
However, HdV treats any untrue negative publicity, directly or indirectly aimed at damaging our reputation (ie defamation), particularly those subsequently posted on forums or travel sites, etc. as slander and/libel, and will look to take appropriate action.

Statutory requirements

Statutory requirements
HdV is subject to statutory controls, including those relating to fire, licensing, entertainment, health, hygiene and safety. These must be strictly observed by all guests.
Liability
Other than for death or personal injury caused by the negligence of HdV, HdV's liability to the Guest is limited to the price of the booking. Unless HdV is liable under the above clause, the Guest indemnifies HdV from and against any and all liability and any claims, proceedings or damages resulting or arising from the booking, function, use or misuse of any equipment or services at HdV.
The Guest, is responsible for any damage or loss caused to the allocated rooms, furnishings, utensils and equipment in them by any act, omission, default or neglect of the Guest and will pay to HdV on demand the amount required to make good or remedy any such damage.
Trademarks and Intellectual Property
You acknowledge that all copyright, trademarks, and other intellectual property rights in and relating to Hotel de Vie (including the material which is contributed by Users) are owned by HdV. Although it is easy to copy material which appears on web-sites this does not mean it is legal. No-one may copy, distribute, show in public or create any derivative work from HdV, or any of the material which is found on HdV unless properly licensed to do so by us. Any information obtained must not be amended, provided to anyone outside your organisation or used for any commercial purpose unless otherwise agreed in writing by us.
Any copyright infringements found (including text, images, logos, etc.), will be charged a minimum of £500+VAT per copyright breech, plus costs incurred in recovering this fee. If you do not wish to be charged this value, do not breach our copyright. If you copy and redistribute anything from this website, you agree that you knowingly accept these terms;
The words, logo, or mark "Hotel de Vie " however represented, including stylised representations, all associated logos and symbols, and combinations of any of the foregoing with another word or mark, are the trade marks of Reflejarte Ltd, trading as Hotel de Vie (the "Trade Marks").
You shall only make fair use of the Trade Marks, and will not use them:
as or as part of your own trade marks;
in a manner which is likely to cause confusion;
to identify products to which they do not relate;
to imply endorsement or otherwise of products or services to which they do not relate; or
in any manner which does or may cause damage to the reputation of any of the above-mentioned companies.
If you are an authorised booking agent of Hotel de Vie, then you may only use our trademark only within your own website, and may not use our trademark as part of advertising on third party sites. Essentially, you may not direct visitors to your own website or booking medium, by using our trademark (ie you may not use 'Hotel de Vie' as a search term on Google Adwords, Bing, or other Pay Per Click advertising and marketing mediums).
Data Protection & Privacy Policy
The information provided by the Guest may be processed by HdV for its own purposes it will not be passed to any third party without the permission of the Guest, where required by law, and/or to build a case for potential legal action or a claim. By confirming the booking, the Guest consents to this processing of the information and HdV agrees to the terms of the data protection act.
Unsolicited Sales & Marketing Calls
Hotel de Vie is a service related company, and therefore charges for its time.
We do not entertain unsolicited sales or marketing communications at any time, from anyone asking us for money, personal details, etc.
We are registered with the Corporate Telephone Preference Service, and take serious action against anyone repeatedly breaching the Privacy and Electronic Communications (EC Directive) and Regulations 2003.
Due to the costs incurred in you taking our staff away from their other paid duties, any use of our time in dealing with sales/marketing enquiries to us, will be charged at our standard consultancy rate of £75+VAT per hour (a minimum rate of £25+VAT per enquiry).
Any business contacting us to try and sell us something/anything (by any communication form (post, fax, email, or phone) without our express prior written permission (ie where we have expressly asked you to contact us), is an acceptance of these payment terms, and therefore will be subject to these minimum consultancy charges per enquiry.