TERMS & CONDITIONS

1
Introduction

By booking accommodation online through www.ethoshotels.co.uk, our booking line: + 44 (0) 1865 245800, or via e-mail, you agree to the following terms and conditions.
All bookings are subject to these booking conditions. The following booking conditions form the basis of your booking contract with Ethos Hotels Ltd. of 59 Western Road, Grandpont, Oxford, OX1 4LF. In these terms and conditions “We,” “Us,” and “Company” refers to Ethos Hotels Ltd., a UK registered company, and “You” and “Your” refers to the customer booking a reservation through us directly through this website, and indirectly through any of our affiliates through whom we provide our products and services. Additional terms and conditions regarding the collection and use of information may also be provided to guests staying in our hotels.
You will be asked to confirm your acceptance of these terms and conditions when you make a reservation. We reserve the right to amend these terms and conditions at any time and you should therefore check them each time you make a reservation. The terms and conditions applying to your reservation will be those in place on the date that you make your reservation. Additional terms apply to your use of our digital channels whether or not you make a reservation through them. These are published on the relevant digital channels.
You warrant that you are at least 18-years-old and possess the legal authority to enter into this agreement, make a reservation, and to use this website in accordance with the terms and conditions of this agreement.

2
Reservations

To reserve your room please follow the instructions on the website or mobile site (as applicable). You will need to provide your credit or debit card details to secure your reservation. Ethos Hotel accepts Visa, MasterCard, American Express, and Diners Club to secure a reservation.

Please check that the details of your reservation are complete and accurate before you confirm your reservation. It is your responsibility to ensure that all details are correct and the confirmation is consistent with the client requirements. We will not be liable for any delay or non-performance if you provide us with incorrect information.

Reservations will be deemed complete and effectively communicated to you for all purposes at the time we send the confirmation to the email address you provide in your reservation form, whether or not you receive it. Ethos Hotels cannot be held responsible for missing or delayed emails.

Therefore, you are advised to make sure that the e-mail address is correct. Please ensure you contact us as soon as possible if you do not receive your confirmation as you would remain liable for any non-arrivals, amendment, or cancellation charges whether or not you receive your confirmation.

If you think that there is a mistake in your reservation or if you require any changes to a confirmed reservation, please contact us (link this to frontdesk@ethoshotels.com) to discuss. Please note that “Advance Purchase” reservations cannot be amended unless we have made an error with your booking.

3
Group Reservations

A reservation of four rooms or more is usually considered a group booking within the Hotel. If you wish to make a group booking, please call our Group Reservations on 01865 922420.  Payments terms for group bookings require a 50% non-refundable deposit to be paid to secure and reserve the rooms.  The full balance is required 30 days prior to arrival date.  Cancellations and amendments can be made up to 31 days prior to arrival.  Any non-refundable deposit up to 31 days will be retained in the event of any changes or cancelled rooms.  Cancellations and amendments 30 days or less prior to arrival date will be subject to 100% penalty.
4
Room Prices

Ethos Hotel adopts dynamic pricing and the price of our rooms fluctuates based on demand. When you make a reservation request, we’ll give you a total price for the rooms and number of nights you’ve requested. The price you pay is the price quoted to you at the time you make your reservation.

Room prices are per room, per night and are inclusive of VAT at the applicable rate at the time of your reservation. If the rate of VAT changes between the date of your reservation and the date of your stay, we will adjust the rate of VAT that you pay, unless you have already paid for the reservation in full before the change in the rate of VAT takes effect.

Meals and other extras are not included in the room price, unless otherwise stated, but you may be able to add them to your reservation during the booking process or they may be available to you during your stay. You may pay for breakfast and selected extras at the same time as paying for your room. All other meals and extras must be paid for separately.

For the avoidance of doubt, your price does not include any incidental charges, which you may incur during your stay. Such charges will be payable by you upon check-out. In the event that you fail to pay any such incidental charges, it is a condition of your contract with Ethos that you irrevocably authorise Ethos to debit your credit or debit card for the amount of any shortfall.

Fully Flexible:

If you book a Fully Flexible rate, you will be able to amend or cancel your reservation up to 48 hours prior to the day of arrival without charge. Your card will be charged a prepayment of the total price prior to arrival after the free cancellation period ends.

If you cancel your reservation later than 48 hours from the arrival day (or make a reservation on your arrival day and subsequently cancel it), and have not already paid for the room in advance, you will be charged a cancellation charge equivalent to two night’s accommodation for each room booked and for any meals and extras booked for the first day of your stay.

Advance Purchase (Book Early & Save):

Payment in full is required for all Advance Purchase reservations at the time of booking. Because Advance Purchase rooms are made available at a discounted rate, these rooms and any meals or other extras booked with them cannot be amended or refunded.

Disclaimer for currency conversion

These rates are indicative only and we take no responsibility. You will be charged in British pounds and therefore the amount you pay in your local currency will be dependent of the currency conversion rate applied by your financial service provider. This currency converter is provided by third parties and is provided ‘as is’, without any representation or endorsement made and without warranty of any kind whether express or implied, including but not limited to, the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy. Ethos makes no claims concerning the validity or exactness of the information provided and accepts no liability.

5
Occupancy

You must not exceed the maximum occupancy for the room allocated to you.

Children under 18 are not permitted to stay in Ethos Hotel unless a parent or guardian is also staying in the hotel.

6
Accessibility

Ethos Hotel has rooms which are specially adapted for customers with disabilities, as well as a “Disabled Parking” space directly outside one of our accessible rooms. For more information please contact the hotel on 01865 922420.

7
Special Requests

Although Ethos Hotel will try to accommodate special requests, all rooms are subject to availability.

8
Meals

Meals are not included in the room price, unless otherwise stated. You may add breakfast and/or a meal when you make your reservation. The ‘Kids Eat Free’ breakfast offer is for one breakfast per child in the hotel restaurant. Up to a maximum of two children under the age of 16 can eat free per adult purchasing a full breakfast. All children are welcome in the restaurant anytime. If eating, they will be charged at 50% of the adult price if eating off the main menus, or at the price stated on the Kid’s Menu.

9
Paying for your room

All credit or debit card information provided by clients is their responsibility and should be correct at the time of submission. We cannot be held responsible for any reservation cancelled or rejected due to incorrect or invalid details. The credit or debit card will be used to guarantee the booking subject to the cancellation policy detailed below.

If you have not paid in full for your room or any extras added to your booking at the time you make your reservation, you will need to pay on arrival. A pre-authorisation fee will be required at the point of guests checking in to cover any extras or incidentals above the total amount payable for the duration of your stay.

Payment may be made by cash, credit/debit card (Visa, MasterCard, American Express, Diners Club, Maestro, and Electron), or accepted Vouchers. The expiry date of your debit/credit card must be later than the end of your stay. We do not accept personal cheques or family discount cards. Rooms may be paid for by business cheque; however, Ethos Hotel must receive all business cheques at least three weeks before the arrival date.

10
Cancellations

Your Right to Cancel

Fully Flexible Business Direct Rate:

If you book a Fully FlexibleBusiness Direct rate, you will be able to amend or cancel your reservation up to 24 hours prior to the day of arrival without charge. Your card will be charged a prepayment of the total price prior to arrival after the free cancellation period ends.

If you cancel your reservation later than 24 hours from the arrival day (or make a reservation on your arrival day and subsequently cancel it), and have not already paid for the room in advance, you will be charged a cancellation charge equivalent to two night’s accommodation for each room booked and for any meals and extras booked for the first day of your stay.

The first night of any booking made after 3 p.m., 24 hours prior to arrival date and the cost of any meals and other extras booked for the following day is non-refundable.

A full refund will be processed to the same debit/credit card within 5 working days although it may take a few days longer for the funds to reach your account. A cancellation reference will be given and should be retained as proof of cancellation.

If you decide to shorten your stay, you must inform reception within 24 hours prior to the day you wish to check out. Otherwise, you will be charged a cancellation charge equivalent to one night’s accommodation per room booked and for any meals and other extras booked for the following day.


Fully Flexible Premium Direct Rate:

If you book a Fully Flexible Premium Direct rate, you will be able to amend or cancel your reservation up to 48 hours prior to the day of arrival without charge. Your card will be charged a prepayment of the total price prior to arrival after the free cancellation period ends.

If you cancel your reservation later than 48 hours from the arrival day (or make a reservation on your arrival day and subsequently cancel it), and have not already paid for the room in advance, you will be charged a cancellation charge equivalent to two night’s accommodation for each room booked and for any meals and extras booked for the first day of your stay.

The first night of any booking made after 3 p.m., 48 hours prior to arrival date and the cost of any meals and other extras booked for the following day is non-refundable.

A full refund will be processed to the same debit/credit card within 5 working days although it may take a few days longer for the funds to reach your account. A cancellation reference will be given and should be retained as proof of cancellation.

If you decide to shorten your stay, you must inform reception within 24 hours prior to the day you wish to check out. Otherwise, you will be charged a cancellation charge equivalent to one night’s accommodation per room booked and for any meals and other extras booked for the following day.

11
Great Night Guarantee

At Ethos Hotel we’ve thought of everything you need to have a great night’s sleep. From our super-comfy 3000 pocket-sprung beds, to a choice of firm or soft pillows, we’re always on the lookout for ways to make bedtime better. In fact, we’re so confident you’ll have a great night’s sleep that, if you don’t, we’ll give you your money back*. Just speak to one of our friendly reception team. This is our Great Night Guarantee.

* You may claim a refund of your room charge for each night that you do not have a great night’s sleep at Ethos Hotel subject to the following :

Claims must be made within 7 days of the end of the stay to which your claim relates.

To make a claim you must contact us via our online form or via our website using the form at the footer of the Home page.

If your room was booked as part of a group booking, the person who made the booking on behalf of the group must make the claim. If your room was booked through a tour operator, you must make your claim to the tour operator.

You will need to provide details of the dates of your stay, the nights for which you wish to claim a refund, and the reason(s) why you did not have a great night’s sleep on each of those nights.

Refunds will be made to the card you used when you paid for your room and are usually processed within 7 days. You will be asked to confirm receipt of your refund. We regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause.

Exclusions

Our Great Night Guarantee does not apply where you do not have a great night’s sleep due to circumstances that are beyond our reasonable control as hoteliers such as extreme weather conditions, fire, flood, lightning, earthquake, explosion, terrorism, war, civil disorder, epidemics, embargoes, labour disputes, street noise, and power cuts.
You may not claim under our Great Night Guarantee if you have breached the terms and conditions applying to your booking for example by causing damage to our or to other guests’ property or by being abusive to our staff or to other guests during your stay.
We reserve the right to reject claims made by individuals who are abusing the Great Night Guarantee by making excessive claims. If an individual or any of the guests within their booking claims a refund for more than 50% of their stay on more than two occasions in any 12 month period, such claims will be deemed excessive save where we are satisfied that there is a good reason for the claims.

12
Price Match Pledge

We do our best to always offer you the lowest price, but if you find a lower qualified price* on another site, we will be happy to match it and give you 25% off that stay.

If you find a lower qualified price* for the same same room type, dates and terms at any point before your reservation is made or up to 24 hours after making your reservation through the official Ethos booking channels**, we will honor the lower price AND take an additional 25% off the room rate for each night of your stay.  

When multiple prices for the same accommodations are available through our booking channels, you must have booked the lowest rate to be eligible for our Price Match Pledge.

** Ethos booking channels (ie: official Ethos Hotel website, official Ethos reservation telephone line, or directly at the hotel).

* A “lower qualified price” must fulfill each of the following:

• A lower price you find on a booking channel that is NOT one of the official Ethos Hotel booking channels.

• Must be for the same accommodations, dates, occupants, and terms as your current booking through one of the official Ethos Hotel booking channels.

• Price must be without restriction, meaning that it is viewable and bookable by anyone, e.g. not a member-only rate, online ads with no direct link to  book, rates and name of hotel only disclosed sometime after booking, or unauthorised reselling of an existing booking.

• Price matches exclude groups, tour operators, corporate programmes, and client rates.

To submit a claim you must contact us up to 24 hours after your reservation is made via our website using the online claim form also at the footer of the Home page. If your room was booked as part of a group booking, the person who made the booking on behalf of the group must make the claim. If your room was booked through a tour operator, you must make your claim to the tour operator.

The name on the claim must match the name on the reservation for each room.

Only one claim may be submitted for each reservation.

You will receive an e-mail confirmation of your claim. If you do not receive confirmation within 72 hours, please email frontdesk@ethoshotels.com

Price comparisons will be made net of taxes, gratuities, service charges, early departure fees, or other fees and incidental charges, and will exclude changes in currency exchange rates.

For stays longer than one night, the Price Match Pledge will be evaluated based on the total room price for the entire stay. Ethos may refuse claims if the percentage difference between the price booked and the qualifying lower price is 1% or less. Additionally, Ethos may deny claims that we believe are intentionally abusing or manipulating our Price Match Pledge.

13
Checking In and Out

Rooms are available from 3 p.m. on the arrival date. Please let us know if you are likely to arrive after 10 p.m.

Guests will be asked to provide proof of identity and nationality upon check-in. All guests will be asked to complete a registration form and if from outside the UK, their identity card/passport details. Acceptable forms of identification are: a passport, driving license, ID card or police warrant card. Details of the lead guest for each room in the booking must be entered during check-in together with their nationality and passport details (if required).

Rooms must be vacated by 11 a.m. on the day of departure. Failure to leave your room by this time may result in a late check-out charge. You may arrange late check-out in advance for £20.

14
Pet Policy

As a reminder, Ethos allows only:

Dogs under 70 lbs (32 kg).
We do not allow cats or any other animals.
Dogs must be well-behaved (no barking, wetting, fighting, etc)
A maximum of two dogs per room are allowed (If bringing two dogs, both must be under 35 lbs (16 kg).
Dogs are only allowed in rooms 1-4 (as they have wooden floors).
Owners must sign the Registration Form and initial: “You may charge my credit card £150 if my dog(s) is not well-behaved.”
Pet food can be pre-ordered in advance, if required.
Pet-friendly rooms must be requested by contacting the property at the number on the booking confirmation.

15
Ethos Hotel Expectations of You (and Your Group)

Damages, Breakages, and Antisocial Behavior

You are responsible and liable for any breakages or damages, which you or those with you, cause to the hotel, restaurant, its contents, and car park. We ask that you report any incidents as they occur. While we do not charge for minor accidental breakages, we reserve the right to charge for the full cost of repairing any breakages or replacing missing or damaged items or decor.

We also reserve the right to charge in full for any lost room nights resulting from any such damage and incidents.

Please note that out of courtesy to all guests, excessive noise and unruly behaviour will not be tolerated. Such behavior may result in the offending person(s) being asked to vacate their room and be charged for their booked stay.

Additionally, you must not:
Smoke inside any rooms or hallways. This includes the smoking of e-cigarettes. Permitted smoking areas will be identified on site. Smoking on the premises outside of the designated smoking area will result in a £150 fine; Should a guest continue to smoke in a room or public area, Ethos reserves the right to have the guest removed from the hotel.
Bring pets onto Ethos Hotel premises, with the exception of assistance dogs, or where prior arrangements have been made with the hotel;
Bring any potentially dangerous or hazardous materials or equipment onto Ethos Hotel premises;
Use any electrical appliances that may set off the fire alarm system;
Tamper with any fire alarms or emergency equipment;
Remove, damage, or destroy any Ethos Hotel property;
Use any of the technology provided by Ethos Hotel to download or access any unlawful material; or
Cause unreasonable disturbance to our other guests or any staff.
If you or your group cause damage or loss of any kind to the hotel, other guests or their property, you (as the person making the booking) will be responsible for that damage or loss and you shall be liable to pay to Ethos Hotel on demand the amount required to make good or remedy such damage or loss.
You and the members of your group must not resell or transfer your reservation (or any part of it) nor advertise, market, or otherwise offer any Ethos Hotel room for sale either on its own or as part of a combined offer. Ethos Hotel will not honour any reservations made in this way and does not accept any liability for doing so. If you are a Tour Operator and wish to book rooms at Ethos Hotel, you should contact frontdesk@ethoshotels.com

If you or your group cause damage to the hotel, other guests or their property, or otherwise breach any of these terms and conditions, Ethos Hotel reserves the right to:
cancel your reservation with immediate effect and (if appropriate) eject you from Ethos Hotel premises;
retain all sums paid by you and/or charge you the full amount of your reservation; and/or
refuse future reservations from you and/or refuse you entry or accommodation at any of our hotels.
Ethos Hotel will not be liable for any refund or compensation in such circumstances.

When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to reception. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.

We expect all guests to have consideration for others. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the stay of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s). No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. Ethos may subsequently charge for items that are damaged or go missing during your stay.

In the public areas of Ethos, CCTV is currently in use and hard disk recordings may be made. This activity is carried out for the security of all its guests and staff.

16
General

FAQs

Please see our Frequently Asked Questions (please link to our FAQs) for further information about your stay at Ethos Hotel.

Your Information

Although every effort has been made to ensure the accuracy of the information contained online, we cannot accept responsibility for any errors or omissions, and reserve the right to vary, amend, supplement or cancel any of the information or offers featured online at any time.

Ethos cannot accept liability for any information, errors or omissions supplied by a third party and reserves the right to change such information, products or services at any time. Upon being notified about any errors we will do our best to rectify them as soon as possible.

Ethos cannot warrant that its website is free from infection by viruses, contamination or any destructive elements. Ethos cannot be held liable for any loss, damage or claims arising from interruption, inability to access the website, loss or incompletion of a transaction.

We process information about you that you provide when making a reservation and/or upon check-in at our hotels in accordance with our privacy policy and cookie policy  By providing this information you consent (on your behalf and on behalf of each member of your group) to such processing and you warrant that all information provided by you is accurate.

The Contract

This contract is formed when we confirm your reservation between you and us. No other person shall have any rights to enforce any of its terms, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise.

Your Rights

If you are a non-business customer you have certain rights under consumer protection legislation. Nothing in these terms and conditions is intended to affect those rights.

Our Liability

We accept liability for death and personal injury arising from our negligence or that of our employees and agents. We do not seek to exclude our liability for fraudulent misrepresentation by us or our employees or agents.

We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control. If we breach these terms and conditions for reasons within our control, we shall only be liable for losses that are direct losses and a reasonably foreseeable consequence of such breach.  

We will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following: 1. The fault of the person(s) affected or any member(s) of their party; 2. The fault of a third party not connected with the provision of your stay which we could not have predicted or avoided; 3. An event or circumstance which we or the supplier of the service(s) in question could not have predicted or avoided even after taking all reasonable care; 4. The fault of anyone who is not carrying out work for us (generally or in particular) at the time.

In addition, we will not be responsible where you do not enjoy your stay or suffer any problems because of a reason you did not inform us of when you made your booking or where any problems you suffer did not result from any breach of our contract or other fault of ourselves.

We shall not be liable whether in contract, tort (including negligence) or for breach of statutory duty, or in any other way, for any indirect or consequential losses including:
loss of income, sales or revenue;
loss of business;
business interruption;
loss of profits or contracts;
loss of anticipated savings;
loss of data;
loss of reputation and/or goodwill; or
wasted management or office time.
Where we are liable to you (save as prohibited by applicable law) our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall in no event exceed the price of your reservation unless the Hotel Proprietor’s Act 1956 applies, in which case our liability will be limited to the maximum prescribed under that Act. In the event of an insurance claim, you must provide us and our insurers with any assistance we may reasonably require. You must also agree to cooperate fully with us and our insurers if we or our insurers want to enforce any rights which are transferred.

Applicable Law

These terms and conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by and construed in accordance with English law.

If you are a consumer you and we both agree that the courts of England and Wales will have non-exclusive jurisdiction over any claim arising from, or related to, your reservation and/or stay at Ethos Hotel. We retain the right to bring proceedings against you for breach of these terms and conditions in your country of residence or any other relevant country.
If you are making a business reservation, you and we agree that the courts of England and Wales will have exclusive jurisdiction over any claim arising from, or related to your reservation and/or stay at Ethos Hotel.

Severability

If any part of these terms and conditions is deemed invalid, illegal, or for any reason unenforceable, then that part will be deemed deleted and will not affect the validity and enforceability of the remaining parts. Any failure by us to enforce our rights or remedies under these terms and conditions or otherwise shall not be construed as a waiver by us of those or any other rights or remedies. All rights not expressly granted in these terms and conditions are reserved.

17
Contact us

If you require further information or have any questions regarding our website or these terms and conditions, then please email: frontdesk@ethoshotels.com or telephone us on 01865 813580 or write to us at: Ethos Hotel, Guest Relations, 59 Western Road, Oxford, OX1 4LF.

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