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Old Parsonage Hotel - Terms & Conditions

Cancellation & Amendments Policy

Please be aware that, unless yours is a long stay or group reservations as described below, the Old Parsonage Hotel operates a 48-hour cancellation policy; reservations must be cancelled or amended by 3 pm GMT two days prior to your arrival, in order to avoid a cancellation charge. Additional nights will be offered at the best available rate at the time of amendment. Rooms booked on a two-night minimum stay cannot be amended to a single night stay.

Long Stay Reservations

For stays of 7 to 13 days, the cancellation policy is 1 week prior to arrival. For stays of 14 to 28 days, the cancellation policy is 2 weeks prior to arrival. Upon commencement of the cancellation policy, we will require a deposit of 50% of the total cost of accommodation, with the remaining balance to be debited 48 hours prior to your arrival.

Payment will be required should your bill exceed the amount of £1,500 during your stay; payment for outstanding incidental charges will be taken on departure.

Group Reservations

Please note we consider groups of 5 rooms or more a ‘group booking’. Group bookings are subject to a separate cancellation policy, subject to the length and number of rooms booked. If you have a group enquiry, we advise you to contact our reservations team directly at reservations@oldparsonagehotel.co.uk, they can provide you with the full terms and conditions and booking requirements.

Travel Agent Policies

Late cancellations, subject to an applicable fee, are non-commissionable and claims for a commission will not be paid. Amendments/cancellations made via the GDS must be amended via the GDS. Any bookings made directly with the hotel by telephone or email must be amended/cancelled in writing. For bookings made directly with the hotel, by telephone or email, an invoice must be sent after the date of check-out, unless paid by the travel agent, net of commission. For travel agents in the UK, commissions are processed on a monthly basis and payment is usually made within 1 month. And for travel agents outside of the UK commission will be paid at the end of each calendar month with payments taking up to 8 weeks to be received. Our standard commission rate is 10% inclusive of VAT (8% excluding VAT).

Valid Credit Cards Only

All reservations must be guaranteed by a valid credit card at the time of booking. The Old Parsonage Hotel reserves the right to either charge or pre-authorise the credit card provided, up to the full reservation amount at the point of reservation. Non-valid credit cards may result in automatic cancellation of the reservation. The Old Parsonage Hotel also reserves the right to collect, through pre-authorisation, at least £200 per room as a deposit for incidentals or damage.

The full cost of your accommodation will be debited 48 hours prior to arrival, with incidental costs (restaurant bills, laundry, mini-bar usage, etc.) to be paid on departure. The card provided will be charged for any outstanding charges, following departure.

What Is Pre-Authorisation?

To adhere to proper card acceptance and validation norms defined by credit card associations, all hotels are required to pre-authorise or separately charge all provided credit cards. A pre-authorisation will place the pre-authorised amount in a holding-state and temporarily reduce one’s credit card limit, but it is NOT a transaction charge and will not be reflected in one’s credit card statement. Depending on one’s credit card bank’s set up, the pre-authorised amount will drop off typically after 7 days.

For assurance, guests whose credit cards have been pre-authorised are encouraged to check with their respective credit card bank to:
– confirm the above understanding of pre-authorisation;
– confirm that a pre-authorisation, and NOT a charge, has been performed;
– affirm the pre-authorisation amount and when it will drop off as scheduled.

Important points regarding pre-authorisation:
-We only accept credit cards for pre-authorisation.
-Should your stay be pre-paid, or is being settled by a third party, we will take a pre-authorisation swipe of your card on arrival, to cover the cost of additional charges and we hold this amount throughout your stay. The amount pre-authorised will depend on the length of your stay. Further explanation will be provided on arrival.
-No money is taken from your credit card but may display as a ‘Pending Transaction’.
-The authorisation of your card will last the length of your stay and may take up to 7 days after your departure to be released.
-You may use a different card to pay your final bill; the pre-authorised amount on the original card will be cancelled.

If you have any questions about pre-authorisation please ask a member of our front of house team.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Our full privacy notice can be found here.

Prices & Rates

Room rates shown on the Old Parsonage Hotel website are per room, per night and include Value Added Tax (VAT) at the prevailing rate.

Check-in & Check-out

Guaranteed check-in is from 3 pm, and check-out is politely requested by 11 am.

The full cost of your accommodation will be debited 48 hours prior to arrival, with incidental costs (restaurant bills, laundry, mini-bar usage, etc.) to be paid on departure.

Late Departures

Late departure, beyond 11 am, may be arranged at the hotel’s discretion, dependent upon room availability. Please contact reception at your earliest convenience should you wish to request this.

Security/Identity Check

During check-in, in the interests of security and to prevent fraud, guests may be required to confirm their identity by providing their passport/identity card/driving licence. If guests are travelling from outside the UK, Ireland or any country in the Commonwealth we are also obliged by law to require guests to provide the number and place of issue of their passport/identity card and details of their next destination.

Children Under 16

All Children under 16 staying at the hotel are to be accompanied by an adult & supervised by an adult at all times.

Damages

The Old Parsonage Hotel reserves the right to charge your credit or debit card for any damage caused to your room during your stay or for any items missing, following departure.

Pets Policy

With the welcome exception of guide dogs, pets are not allowed inside the Old Parsonage Hotel.

Smoking Policy

The Old Parsonage Hotel is 100% smoke-free. By law, smoking is not permitted in any part of the hotel. Should it be brought to our attention that guests have been smoking in their room, a cleaning fee of £500.00 will be assessed.

Code Of Conduct

Guests are requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Old Parsonage Hotel, or cause offence to other guests or our members of staff. The Old Parsonage Hotel reserves the right to refuse accommodation or services or remove you and members of your party from the Hotel if, in our reasonable opinion, we consider this provision to have been breached. Where this is the case, we shall have no obligation to refund you for lost accommodation, other services or any other loss or expense incurred.

Oxford Alumni Discount

Oxford alumni cardholders benefit from a 10% discount off the best available rate for accommodation, Sunday to Thursday only. No discounts are available Friday and Saturday nights, though alumni will be offered the best available rate at the time of booking. The discount only applies to the room in which the alumni member is staying. Discounts are available on a room-only basis (food and drink are not included). Alumni discounts are only applicable to bookings made directly with the hotel by telephone or email so please provide your alumni number at the time of booking.