Our Terms & Conditions

Any reference to either ‘us’ or ‘we’ in this agreement refers to the property Landlords. “you” or “your” are references to the person(s) reserving, making payment or staying at a property in relation to the booking. So that you understand the basis of the contract between you and us when you book your accommodation, we have laid out as clearly as possible, the terms and conditions on which your booking is made. Nothing in these conditions affects your normal statutory rights.

The Landlords:
Bath Hot Houses Ltd

The Tenant(s):

For the purpose of this agreement, the Tenant(s) are defined as the persons that agree to rent a property for any specified period, for any specified sum of money from Bath Hot Houses Ltd. The payments for rent and email/telephone/social media communications will form the basis for the contract between the Tenant(s) and Bath Hot Houses Ltd.

Term:

As agreed commencing at 16:00 on arrival day and expiring at 10:30 on departure day.

Rent:

As agreed, the sum specified for the specific amount of persons booked for the property.

Booking Deposit:

Normally it is 50% of the rent, unless by written agreement.

Keys:

Meet and greet at the property by one of the Landlords or a person nominated by them (contact details for this person will be provided at point of booking). Or use of approved key safe or digital entry device.

Note:

All our properties are strictly non-smoking. Failure to adhere will result in £100 deduction from debit/credit card details provided upon booking.

1. Your booking:

You must be at least 18 years old when you book your accommodation. When we email our confirmation of booking to you we enter into a contract with you, the person whom assumes responsibility as the leader and all persons involved in the execution of this reservation, payment and visit to Bath, which are all subject to this agreement. Any disputes or queries will be between the party leader and the Landlords. The party leader will assume responsibility for the whole party and the compliance with these rules of all party members. We have the right to refuse any booking prior to the issue of our written confirmation, and if we do this we will tell you in writing and promptly refund any money you have paid us. When your confirmation is received, the details must be checked carefully and is binding as a contract subject to our full terms and conditions here. If anything is not correct, you should tell us immediately. You may not add to the party size stated on your booking form without prior consent from the Landlords.

2. Paying for your accommodation:

A deposit of 50% of the booking price or on occasions a £99 reservation deposit (with balance of 50% within 7 days) is payable at the time of booking. At this point, your booking becomes binding. The balance of the booking cost must be received by us no later than 12 weeks before your arrival date.

Failure to adhere to payment dates agreed will mean the following:

• A subsequent loss of any agreed potential special prices and the full list price will be payable.
• Charging the outstanding balance to the payment card held on file against your booking without further notice.
• Possible cancellation of your booking if we receive no communication when prompted regarding your booking payments due.

3. Cancellation of booking by you;

Bookings for accommodation cancelled with over 9 months to arrival date refundable with deduction of a small fee of £99 cancellation and administration charge.

Bookings for accommodation cancelled with under 9 months to arrival date but over 6 months refundable with deduction of a 35% of the value of your booking.

Bookings for accommodation cancelled with under 6 months to arrival date but over 12 weeks refundable with deduction of a 50% of the value of your booking.

Bookings for accommodation cancelled with under 12 weeks to arrival date will be non-refundable.

It is advisable to consider holiday insurance to cover the possibility of you needing to cancel a booking with us. In exceptional circumstances, the Landlords may, at their discretion, offer alternative dates within the same month.

3a. Changing the date of a booking;

In exceptional circumstances your booking may be moved if possible from one date to another. If you wish to change the booking date, please contact us immediately and we will endeavour to accommodate your new dates whenever possible. Fees may be chargeable and will be proportionate to any incremental difference booking dates values. If this is not possible, the cancellation policy above applies if you choose not to use the original dates.

3b. Changes in the number of guests;

We understand that there are instances where group reservations may fluctuate in numbers in the lead up to your arrival date. Below are terms that will apply in such circumstance. Note: Any changes made within 12 weeks from your arrival date are non-refundable.

Accommodation – If the amount of guests under your reservation falls under the minimum occupancy of the property, we will charge the minimum occupancy listed rate, as communicated upon your booking reservation.

4. Cancellation of booking by us;

If we have to cancel your booking in advance for any reason, you will be offered alternative dates or a credit to the same value for a future reservation. A refund may apply. No additional compensation will be payable, unless we are found to have been negligent.

An example of this maybe an item like a maintenance issue we cannot solve prior to your arrival. Notification will be provided.

Notwithstanding,

4a. Further cancellation of booking;

In the event that a stay or a particular service is affected by any dispute, war or threat of war, riot, civil strife, government or political action, industrial dispute, pandemic, terrorist activity natural or nuclear disaster, fire or adverse weather conditions, closure of roads, airports or issues involving the safety of the members of the group or any other unusual and/or unforeseeable circumstances beyond Bath Hot Houses control whose consequences could not have been avoided, even if all due care had been exercised or any event which even with all due care either party could not foresee or forestall (a “force majeure event”), then unless otherwise agreed in writing by the parties, the stay value and related Services shall be deemed to have been terminated without any liability to Bath Hot Houses.

We would recommend contacting your travel or credit card insurers in these unusual circumstances.

This does not affect your statutory rights.

4b. Government or hospitality sector lockdowns

Not withstanding, if the Bath city area is moved into a government forced total lockdown or there is a hospitality sector specific lockdown for your booked dates we may offer to move your dates at no additional cost, or offer you a refund.

If you cannot attend due to Covid illness, a localised or travel lockdown in your origin area or other restrictions on your group and/or allowed travel group size specifics, you should consult your travel insurance provider.

5. Damages to property, including noise nuisance, breakages or loss;

BATH HOT HOUSES OPERATES A STRICT GOOD NEIGHBOURHOOD POLICY

You are responsible to the Landlords for the actual costs of any breakage or damage, including noise nuisance, in or to the accommodation or neighbours, along with any administration costs that may result, which are caused by you or your party. You will be asked to provide a valid debit/credit card prior to your arrival date. As a security deposit, we will pre-authorise this card with an amount of £500 for groups of 4-9 guests and £1000 for groups of 10+.

Your security deposit debit/credit card will be charged if any of the following occur:

• Damages or loss to this company or property are caused as a result of your actions.
• You breach our good neighbourhood policy.
• As per instructions given and the warning notices in the property, you attempt to tamper or disconnect any noise monitoring equipment.

All events of damage must be notified to the landlords immediately. No repairs of any kind to the property or contents must be attempted by you or your party. Note: No card charges for any kind of damage or loss deposit will be made unless they occur.

6. Accidents, injury and personal property and breach of contracts;

This property is maintained and certified in a proper manner. The Landlords shall have no liability to you for personal injury to you or any member of your party where accidents occur. You must take all necessary steps to safeguard your personal property. No liability to you is accepted in respect of damage to or loss of such property. Any alleged breach of contracts and subsequent damages shall have no value greater than cost of guest accommodation booking.

7. During your stay;

Unless by prior arrangement and the appropriate fee payment, you can arrive at your accommodation after 16:00 on the start date of your holiday up to 19:00 (any time after will incur a £30 fee) and you must leave by 10:30 on the last day. The Landlords are entitled to refuse to hand over to you or to repossess the accommodation if they reasonably believe that any damage is likely to be caused by you or your party or can repossess the accommodation if damage has been caused. You cannot allow more people than you have booked to stay in the accommodation, nor can you significantly change the makeup of the party during the duration of your stay in the accommodation. There will be a £150 fee for any additional previously unconfirmed person staying at the property. You may not carry out any form of trade or business from the property, nor may you sub-let any part of the buildings. The properties are entirely non-smoking and you agree not to smoke in any part of the house. You must allow the Landlords or any representative of the Landlords access to the property at any reasonable time during your stay.

We ask that you please respect your neighbours and keep the noise to a reasonable level; for this very reason, we do not permit karaoke equipment in any of our properties. Some of our properties have internal and external sound monitoring equipment and external CCTV equipment installed for guests safety and security; the whole of your security deposit will be lost if a justifiable noise complaint is made and/or if any of our sound monitoring or CCTV equipment is tampered with. Our sound monitoring systems comply with privacy laws as they only record decibel levels rather than audio recordings. All CCTV is held and handled securely in line with relevant legislation.

Please do not use banners or signs that mark walls or ceilings – any damage to paint work will be charged.

8. Fire safety;

You as the booker and every member of your party agree to adhere with fire safety information and policy communicated to you via information left in the property, approved fire signage and spoken verbally to you during check in. Particular care should be noted with regards to the non use of flammable items in areas deemed to be places leading to or part of the buildings exit and escape routes.

9. Children;

Children under five stay with us for free; this offer is restricted to one child per paying adult. Travel cots and high chairs are available on request at no charge, subject to availability.

10. Pets;

We are unable to accept dogs and other pets, except Guide dogs, due to the unsuitability of our properties. Those found bringing their dogs (excluding Guide dogs) or pets, into any Bath Hot Houses property will be fined upwards of £100.

11. Cleaning on departure;

You agree to keep the accommodation clean and tidy as found and leave the accommodation in a similar condition. A basic level of cleanliness and rubbish disposal/recycling is required on your departure.

This also applies to smoking in any part of any of our properties including in windows and doorways, and disposal of cigarette butts in adjoining/outside areas.

• Please load dishwasher.
• Rubbish in bin bags/recycling containers provided.
• Please ask each member of your party to strip their bed linen.
• Please leave keys and parking permit (if applicable) clearly within the property.

You do not need to contact us.

If these requirements are not adhered to, charges of up to £250 will be charged to your bank or credit/debit card details.

Thank you for your cooperation.

The Landlords hereby agree to let the Property and the Tenant(s), by booking with Bath Hot Houses Ltd, hereby agrees to take the Property for the rent and term in accordance with the conditions stated within this agreement.

The Landlord has the right to vary these terms and conditions from time to time on giving the Tenant at least 14 days’ notice in writing.

Bath Hot Houses Ltd

Our Privacy Policy

At Bath Hot Houses we are committed to maintaining the trust and confidence of visitors to our website. In particular we want you to know that we do not pass on your data to third parties for marketing purposes. This Privacy Policy provides clear information about when and how we collect your personal data, how we use it, how long we keep it and how you can update your data.

Who we are

Bath Hot Houses Ltd
45 Windsor Road, Bristol, BS30 9TH
Company reg number: 13447289
Email: hello@bathhothouses.co.uk

You have the right to make a complaint at any time to the Information Commissioners Office (ICO), the UK Advisory Authority for data protection issues (www.ico.org.uk). We would however appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

How do we collect personal data from you?

We obtain personal data from you when you contact us about services, submit information directly via sign up forms, when you make a booking or purchase or supply us with information when you stay with us and if you sign up to receive our newsletters.

Website cookies

Like most other websites, the bathluxuryrentals.co.uk website uses cookies to improve the users experience. As required by legislation, this website uses a cookie control system, allowing the user to give explicit permission to allow or deny the use of/saving of cookies on their computer/mobile device. You also have the choice to update your cookie settings at any point in the future via the ‘Update Cookie Preferences’ link in the footer area (on any page) of our website.

Cookies are small files saved to the user’s computer/mobile device that track, save and store information about the user’s interactions with our website; this information allows us to provide users with a tailored experience whilst visiting our website.

Google analytics

The bathluxuryrentals.co.uk website uses a third party service called Google Analytics, which collects standard internet log information and details of visitor behaviour patterns; this allows us to find out the number of visitors to the various sections of our website. The information collected via Google Analytics is processed in a way that does not identify anyone; additionally, we do not make, and do not allow Google to make any attempt to find out the identities of users visiting our website.

Mailing lists

As part of the accommodation booking process, via online purchases, from forms on our websites and sign up to our e-newsletter, we collect personal information. We use this information for various reasons: to tell you about great offers and events and other news and occasionally to check our records are right and to check every now and then that you’re happy and satisfied. We do not share email lists with other organisations and businesses.

We use a third-party provider, Mail Chimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mail Chimps privacy notice.

You can unsubscribe from our newsletters at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing welcome@mintstays.co.uk

Types of data we collect

The personal information we collect might include your name, address, email address, IP address, telephone numbers and information regarding what website pages are accessed and when. If you make a purchase, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.

We do not collect any special categories of personal data about you, this includes details about your race, ethnicity, religious or philosophical beliefs, political opinions, trade union membership, nor do we collect any information about criminal convictions and offences.

Sometimes we need to collect personal data by law, or under the terms of the contract with have with you. If you fail to provide that data when we request it, we may not be able to perform the contract we have or are trying to enter into with you (for example to provide you with goods or services) In this case, we may have to cancel the product or service with you but we will notify you if this is the case at the time.

How is your information used?

We may use your information:

• To ensure that the content on the site is presented in the most efficient way for you and the computer that you are using.
• To enable you to participate in interactive features of the site.
• To provide you with information relating to our website, product or our services that you request from us.
• To provide you with information on other products that we feel may be of interest to you in line with those you have previously expressed an interest in via our website.
• To process a booking you have made.
• To meet our obligations arising from any contracts entered into by you and us.
• For dealing with entries into a competition.
• To seek your views or comments on the services we provide.
• To notify you about any changes to our website, including improvements, and service or product changes.
• To send you communications which you have requested and that may be of interest to you. These may include information about stays, events, promotions, offers, job offers, information about the hotel and the surrounding area and replies to requests and bookings enquiries/confirmations.
• For our internal purposes including statistical or survey purposes, quality control, site performance and evaluation in order to improve our website.
• To administer this website.
• If you consent, to notify you of products or special offers that may be of interest to you.

Sharing your data

Your privacy is important to us and we confirm that we will never release your personal details to any third party for their mailing or marketing purposes.

Third Parties and Service Providers working on our behalf:

We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process payments and send you email). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond Bath Hot Houses for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to release information to a third party by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Third Party Product Providers we work in association with:

We work with carefully selected Online Travel Agents (OTAs e.g. Booking.com). When you enquire about us or book with these third parties, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. They will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. These third-party product providers will share required information about you with us (e.g. room type purchased and dates of stay) which we will use in accordance with this Privacy Policy.

When you are using our secure online booking system, your purchase is processed by a third-party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. We will take steps with the aim of ensuring that your privacy rights continue to be protected in accordance with the law.

If you have any questions regarding secure transactions, please contact us.

Data security and access to your personal information

We have put in place appropriate security measure to prevent your personal data from being accidently lost, used, or accessed in an unauthorised way, altered or disclosed. In addition we limit access to your personal data to those employees, agents, contractors and other third parties who have a business and need to know. They would only process your personal data on our instructions and they are subject a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any particular regulator of a breach where we are legally required to do so.

The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at welcome@mintstays.co.uk
Or write to us at: Mint Stays Limited, 2 Brock Street, Bath, Somerset. BA1 2LN.

You have the right to ask for a copy of the information Bath Hot Houses hold about you.

How long do we keep your personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements. By law we have to keep basic information about our customers for tax purposes for six years after they cease to be a customer. The data we keep may include contact, identity, financial and transaction date). In some circumstances you ask us to delete your data and we will do this subject to any legal obligation on us to retain it.

Your legal rights and how to opt out

You have the right to:

Request access to your personal data, this enable you to receive a copy of the personal data we hold about you and to check we are processing it lawfully.

Request correction of the personal data we hold about you, this enables you to have any incomplete or inaccurate date we hold about you corrected, although we many need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove your personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below) where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however that we may not always be able to comply with your request of reassure for specific legal reasons which will be notified to you, if applicable at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we many demonstrate that we compelling legitimate grounds to process your information which override your rights and freedoms e.g a requirement imposed on us by law.

Request restriction of processing or your personal data. In some cases, e.g. if there is a questions over accuracy, lawfulness, the requirement to hold data or you have objected to our use of your data you may ask us to suspend the processing of your personal data.

Request the transfer of your personal date to your or to a third party. If required we will provide you or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note, this right only applies to automated information which you initially provided consent for us to use or where we use the information to perform a contract with you.

Withdraw consent at anytime, where we are relying on consent to process your personal data. However this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent we may not be able to provide certain products or services to you. We will advise you if this is the case at the time we withdraw your consent.

Opt out

You have a choice about whether or not you wish to receive information from us.

If you no longer want to receive direct marketing communications from us then you can change your preferences or completely unsubscribe in one of two ways:

• Click the ‘unsubscribe’ or ‘change preferences’ link at the bottom of marketing emails sent to you.
• Email welcome@mintstays.co.uk and we will process your request within 7 days.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent.

Links to other websites

Our website may contain links to other websites, plug-ins and applications run by other organisations. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. This privacy policy applies only to our website and what we do‚ so we encourage you to read the privacy statements on the other websites and you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ advise us and confirm that you have your parent/guardian’s permission beforehand whenever you provide us with personal information.

Changes to this privacy notice and your duty to inform us of changes

We keep this Policy under regular review. This Privacy Policy is version 1 and was last updated in November 2020.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Our Terms & Conditions and Privacy Policy