Book a Room T&Cs
Terms and Conditions for Room Bookings
Provenance Collection
Version 1.0.0 Date: 2025
1. Introduction
These Terms and Conditions (“Terms”) apply to all reservations and stays at any Provenance Collection property (“we”, “our”, “us”).
By making a booking, you agree to comply with and be bound by these Terms. We reserve the right to update or amend these Terms at any time without prior notice. The Terms applicable to your booking are those in effect at the time of reservation.
2. Reservations
To make a reservation, please follow the instructions provided on our website or contact our reservations team directly.
You must be at least 18 years of age to make a reservation.
Guests under 18 must be accompanied by a parent or legal guardian throughout the stay. See Section 5 (“Occupancy”) for further details.
A valid debit or credit card is required to guarantee your booking. We accept all major credit/debit cards.
You are responsible for ensuring all reservation details are accurate before confirming your booking.
A contract is formed when we send you a confirmation email.
If you need to correct or amend a reservation, please contact us immediately. See Section 7 (“Cancellations”) for cancellation terms.
3. Room Rates
We operate a dynamic pricing model where room rates fluctuate based on demand. The rate confirmed at the time of booking is the rate you will pay.
Flexible Rate: Card used to guarantee. Payment due at check-in.
Non-Refundable Rate: Full payment is taken shortly after booking and is non-refundable.
Group Bookings (5+ rooms): 25% non-refundable deposit due at booking; full balance due 28 days prior to arrival.
4. Accessibility
We offer accessible rooms at select properties. Please contact us in advance to ensure we can meet your specific requirements.
5. Occupancy and Guests
Room occupancy must not exceed the number of guests stated at the time of booking.
Children under 18 must be accompanied by an adult guest.
Guests must not sublet or share their room with persons not included in the booking.
6. Special Requests
While we will do our best to accommodate any special requests (e.g., dietary needs, room preferences), these are not guaranteed and are subject to availability.
7. Payments
If payment is not made in full at the time of booking, you must settle the balance upon check-in unless otherwise arranged.
Accepted payment methods: Visa, MasterCard, American Express, Maestro, Electron.
Bank transfers are accepted in advance upon request. Contact our reservations team to arrange.
8. Cancellations and Changes
Your Right to Cancel
Flexible Rate: Cancel free of charge up to 48 hours before 3pm on the day of arrival. Cancellations after this will incur a charge equivalent to one night’s stay, including extras.
Non-Refundable Bookings: Payment is non-refundable and charged shortly after booking. Failure to charge the card results in automatic cancellation.
Group Bookings (5+ rooms): No refunds within 28 days of arrival. (This is subject to change, with agreement to be made in advance of the booking completion).
Our Right to Cancel
We may cancel your reservation without liability if:
You fail to pay on time or provide valid card details;
You breach these Terms;
An event outside our control occurs (e.g., natural disasters, public health crises, utilities failure, fire).
In such cases, we will refund any payments made, but shall not be liable for any other costs incurred by you.
9. Check-In and Check-Out
Check-in: From 3:00 PM
Check-out: By 11:00 AM
Guests arriving after 10:00 PM must inform the hotel in advance. Late check-outs may incur charges up to an additional night’s stay.
Non-UK guests are required to present valid identification (passport or travel card) at check-in.
10. Guest Conduct and Responsibilities
We expect respectful and lawful behaviour from all guests.
You must not:
Act in an abusive, threatening, or disruptive manner toward staff or guests;
Smoke or vape anywhere indoors (fees apply for violations);
Engage in illegal activities on-site;
Bring hazardous or dangerous materials;
Use appliances that may interfere with the fire system (e.g., cookers, toasters);
Tamper with emergency systems;
Deny access to staff (housekeeping is permitted entry at least once every three days);
Remove or damage property;
Access or download illegal content via our Wi-Fi.
Breach of Terms
If you or your party violate these Terms, we reserve the right to:
Terminate your stay with immediate effect;
Restrict or revoke access to the property;
Cancel key cards;
Remove personal belongings (items not claimed within 7 days may be donated or disposed of);
Refuse future bookings;
Charge for damages or loss.
No refunds or compensation will be offered in such cases.
11. Changes to Booking or Hotel Operations
We reserve the right to:
Change your room allocation or hotel location during your stay if necessary;
Cancel bookings due to health/safety risks or property closures. A full refund will be issued where applicable.
12. Data Protection and Privacy
We handle your personal data in accordance with all applicable data protection laws. Please refer to our Privacy Policy for more details.
13. Contractual Relationship
The booking contract is between you and Provenance Collection. No third party shall have any rights to enforce any terms under the Contracts (Rights of Third Parties) Act 1999.
14. Liability and Limitation
We shall not be liable for any failure or delay in performance due to events beyond our control.
Where we are liable for breaches within our control, liability is limited to direct and foreseeable losses, and capped at the value of your booking (unless overridden by the Hotel Proprietors Act 1956).
We do not accept liability for:
Loss of business, revenue, or profits;
Business interruptions;
Loss of data, goodwill, or reputation;
Wasted management time;
Indirect or consequential losses.
15. Governing Law and Jurisdiction
These Terms are governed by the laws of England and Wales.
If you are a consumer, you may bring proceedings in England and Wales, or in your country of residence (e.g., Northern Ireland or Scotland).
If you are booking on behalf of a business, exclusive jurisdiction lies with the courts of England and Wales.
16. Severability
If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
17. Entire Agreement
These Terms constitute the entire agreement between you and Provenance Collection relating to your booking and supersede any prior discussions or agreements.
18. Contact Details
Provenance Collection Reservations
Tel: 01423 524471
Email: info@provenanceinns.com
