In these Terms and Conditions the following definitions apply:
“Hotel” means Picton House, Llanddowror, St Clears, Carmarthenshire, SA33 4HJ
“Booking” means the booking for accommodation, functions and/or any other services or items made with us.
“Contract” means the Booking and these Terms, and any other terms and conditions stated to apply to the Booking.
“Terms” means these terms and conditions.
“Websites” means https://pictonhouse.wales or any other website either owned or operated by us relating to the Hotel from time to time.
“VAT” means value added tax.
“Cancellation Window” means the time starting from the date the booking is made until 30 days prior to the check-in date of the original reservation. For example, if the original check-in date is 1st January, the cancellation window ends at 23:59 UTC on the prior 1st December.
All Bookings at the Hotel are subject to these Terms.
At the time of booking or at check-in, we will take your credit/debit card details and you authorise the use of this card for any sums that become owing to us. We shall also have the right to require full payment in advance or a deposit at the time of booking in certain circumstances or if the Booking includes the supply of certain items or services. No Booking shall be treated as confirmed until the details and/or payment/deposit described in this paragraph have been provided and we have confirmed the booking in writing.
The prices displayed on the Websites are an average per night per room until a rate is selected. Any meals, service or VAT (at the prevailing rate) are included only if specified. A minimum length of stay, deposit, cancellation charge and other conditions may apply to certain rates, as specified. Once a rate is selected on the Websites, the total for your requested stay shall be displayed on the reservation summary. Prices shall be charged in the local currency of the Hotel.
The VAT breakdown shown is indicative based on the current rate of VAT, and the expected VAT treatment of the goods or services. VAT will be payable at the prevailing rate applicable at the tax point of the invoice or Booking confirmation issued, and may change depending on the actual rate and the VAT treatment of the goods and services purchased at that date.
Price lists for additional items, such as restaurant meals and room service, are on display at relevant locations within the Hotel and are available on request.
- Check-in / Check-out Requirements
In the interests of security and to prevent fraud, at the time of check-in, guests may be required to confirm their identity by providing their booking reference; their passport/identity card/driving licence and a valid credit or debit card which will be swiped in the presence of the card holder. 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 your passport/identity card and details of their next destination. These records will be kept for at least 12 months and may be disclosed or made available for inspection by any police officer or as otherwise required by applicable law in connection with the prevention or investigation of crime. The information above may be requested for each member of your party over the age of 16 and we reserve the right to refuse entry to persons who cannot provide the information set out above.
Unless otherwise stated on the booking confirmation, Guests may check-in at any time from 3.00 p.m. on the scheduled day of arrival. All rooms that have been secured by credit/debit card or prepaid at the time of booking will he held until 11:59pm on the scheduled day of arrival unless otherwise agreed directly with the Hotel.
We will attempt to contact any guest who has not checked in before 9pm using the contact details provided at the time of booking.
On the day of departure we kindly ask all guests to vacate their rooms by 11.00 a.m. (unless a later departure is stated as part of your Booking). Late check-out after this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the Hotel.
Rooms are subject to maximum occupancy rules set by the Hotel. If you would like further details please contact the Hotel.
We accept the following methods of payment: credit cards: MasterCard, Visa; debit cards – Visa/Delta and Visa/Electron.
For advance purchase rates the card you booked with must be presented on arrival, along with the appropriate ID.
At the time of check-in we may authorise the accommodation charges (room rate, VAT and any service charge) and anticipated incidentals for the duration of your stay against your credit/debit card. We may also choose to accept a deposit in place of payment card authorisation by another valid form of payment, including cash or cheque.
During your stay the Hotel’s system will calculate the incidentals charged to your room on a daily basis. If the cost of those incidentals exceed the authorisation taken on check-in, further authorisation may automatically be requested and if such authorisation is not available, we may request another method of settlement or a deposit to be provided, failing which we reserve the right to restrict access to your room.
All outstanding charges must be paid for in full on check-out from the Hotel. If the outstanding charges do not exceed the authorisation taken on check-in, the authorisation for the amount not utilised will be released, however, we cannot control how long it takes for your bank to effect such release. If staying for multiple nights at the Hotel we may require you to make payment for any outstanding charges on a more frequent basis during your stay.
- Cancellation Policy and No Shows
We advise taking adequate travel insurance to cover you in the event of cancellation.
The cancellation policy varies according to the rate and dates that are booked. Please refer to the individual full rate descriptions and payment conditions displayed at time of booking online.
All cancellations must be made in writing (post, email) and include your booking reference.
Cancellation and non-arrival charges apply after the relevant time and will be charged to the credit/debit card supplied at the time of booking.
Covid Cancellations: In the event that the Hotel is forced to close by Covid-19 restrictions, we will offer either a full refund or the ability to rebook for a later date. Please note, this only applies if the Hotel is prevented from opening and would not apply if the Hotel is open but Guests are unable to travel to us for whatever reason. We strongly advise the purchase of travel insurance that includes protection for this eventuality.
- Changes by the Hotel
Your booking is for a class of room in the Hotel and does not guarantee that you will be able to stay in a specific room or in the same room for the duration of your stay. If you have indicated a preference for a particular room through the Website, we will use our reasonable efforts to honour this preference. However, we may need to allocate an alternative room to you for operational or safety reasons. If we need to move you to a different room during your booking for which a lower rate is available than the rate you booked at, we will refund you the difference in the rates.
We reserve the right and you hereby authorise us to charge your credit or debit card for any damage incurred to your room or the Hotel during your stay (including without limitation specialist cleaning) or for any items that are missing when you leave.
There may be limited spaces available and a space may not be available for the duration of your stay. Terms and conditions may also apply to car park use. Please contact the Hotel directly for more information. Cars and their contents are left at the owner’s/customer’s own risk. We do not accept responsibility for loss or damage however caused (save as may not be excluded or restricted by applicable law).
- Hotel Events
Please be aware that at certain times throughout the year the Hotel may host weddings, events and parties, which you may feel would be an intrusion on your break. Please contact the Hotel directly in advance of your stay for further information.
- Guest Behaviour
Guests are requested to conduct themselves appropriately at all times and to comply with Company procedures and/or requests with regard to conduct and respect for the property of the Hotel, its employees and guests and their health and safety. Guests are requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Hotel, or cause offence to other guests or our members of staff. We reserve 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 shall have no obligation to refund you for lost accommodation, other services or any other loss or expense incurred.
All children (a person under 16 years of age) staying at the Hotel must be accompanied by an adult and must be supervised by an adult at all times.
Cots and extra beds are available. However, these are limited and subject to availability. Additional charges may apply. Please check at the time of booking.
Dogs are only accepted.
- Personal Information
Telephone calls may be recorded from time to time to help us improve the service we offer you.
- Force Majeure
The Hotel accepts no liability and will not pay any compensation or refund any deposits where the performance of its obligations is prevented or affected directly or indirectly by or as a result of force majeure or any circumstances beyond its reasonable control including, but not limited to; flood, earthquake, extreme adverse weather conditions, natural disasters, other acts of God, acts of terrorism, fire, disease or failure of electric power, gas, water, or other utility service, plant machinery, computers, vehicles or any collapse of building structures or any travel or other restrictions imposed by relevant authorities.
- Limitation of Liability
The Hotel will not be responsible for the loss or damage of any property left in the Hotel other than as required under the Hotel Proprietor’s Act 1956 (a copy of the notice under such Acts is displayed in the reception of the Hotel) or any other applicable law.
The Hotel will not be liable for any indirect, consequential or pure economic loss or any loss of profit, goodwill or opportunity (whether caused by the negligence of the Hotel, its employees, contractor or agents or otherwise). The Hotel’s total liability shall not exceed the value of the charges received by it under the Contract.
Nothing contained in the Contract or in any other document referred to or incorporated in it shall be read or construed as excluding any liability for death or personal injury caused by the Company’s negligence or liability for fraud or fraudulent misrepresentation.
- Governing Law and Jurisdiction
The Contract and any non-contractual obligations arising in connection with it are governed by English law.
The English courts have exclusive jurisdiction to determine any dispute arising in connection with the Contract, including disputes relating to any non-contractual obligations.
Each party irrevocably waives any objection which it may now or later have to proceedings being brought in the English courts (on the grounds that the English courts are not a convenient forum or otherwise).
- Web Site Information
While all reasonable efforts have been taken to ensure the accuracy of information on the Websites, the Hotel does not accept responsibility for errors or omissions and reserve the right to amend, cancel or vary any of the arrangements featured on the Websites without notice. Please note that in certain circumstances, generic photographic images have been used to represent the general style of a particular product or hotel.
The content of the Websites is the copyright of the Hotel, and may not be copied, reproduced, published, distributed or amended for any other purpose without our prior written consent.
Trade marks used on the Websites are the property of the respective owners. Hyperlinks to third party websites are provided for your convenience. We cannot accept responsibility for the content or use of third party sites.
- Privacy StatementYour Personal Data We collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with payment information and “the names of any guests travelling with you”. This may also include your IP address. Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations.
Data processed directly by third parties If you provide payment information, this will be processed directly by secure payment gateway providers.
Joint Controllers In the context of providing booking software to accommodation providers to facilitate online booking, the Hotel shall operate data controllers for the processing of your personal data.
Security Procedures In accordance with General Data Protection Regulation (GDPR), the Hotel observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.
Control of your Personal Data You have the right to access data that is stored by us. You need to email or write to us to request an overview of your personal data.
You can also contact us if you believe that the personal information we have for you is incorrect, if you believe that we are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement.
Reviews You may also be asked to send feedback after your stay in order for the Hotel to further improve our service. Your email address will be used for this purpose. If you complete a review it may be posted on the property website, facebook page, twitter, google or other website, or be used in Hotel marketing. However, no identifying details will ever be attached to a review posting.
To Process your information as described above, we rely on the following legal bases:
Performance of a contract The storage of your information may be necessary to perform the contract that you have with the Hotel.
Legitimate Interests We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.
Cookies A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.