Booking Terms & Conditions
Please read these Terms & Conditions carefully.
By using this website and The Villa Esplanade online booking service you are agreeing to be bound by the Terms and Conditions detailed below which form the basis of your contract with The Villa Esplanade. In the Terms & Conditions set out below, “you” and “your” refers to all persons named on the booking, which includes any individual(s) subsequently added or substituted at a later date. “We”, “us” and “our” all refer to The Villa Esplanade. Please print and retain a copy of this Agreement for your records as it may occasionally be updated.
1. Making a booking
By making a booking you are confirming that you are authorised to do so on behalf of all persons named in the booking and you are acknowledging that all members of your party agree to be bound by these Booking Terms & Conditions. When your booking has been made a confirmation will be sent to you by email using the email address that you have supplied. You should retain a copy of this confirmation for your reference. Booking confirmations are subject to the availability of accommodation at The Villa Esplanade. You should carefully check the details of your confirmation as soon as you receive it. You must contact The Villa Esplanade immediately if any of the details are incorrect or incomplete. We will always endeavour to rectify any inaccuracies or accommodate any alterations you wish to make to your booking (administration fees may apply). We cannot accept liability for any inaccuracies that are not brought to our attention within seven days of issuing your confirmation, nor can we accept responsibility for inaccurate information that you have supplied.
2. Paying for your booking
All bookings made via The Villa Esplanade websites must be guaranteed with a credit or debit card. A full non-refundable pre-payment is required at time of booking, which will automatically be deducted from your debit or credit card on the day of booking, unless stated otherwise.
Specific packages and offers may have different payment requirements. Where this is the case, it will be clearly stated during the booking process.
Any outstanding balances or payments must be made to The Villa Esplanade at time of check in. Any extra costs incurred during your stay must be settled on departure. Credit or debit cards are welcome in settlement of your hotel account. Cheques are not accepted. In some instances, supplementary items, such as tickets to local attractions, may require full payment at the time of booking. If applicable, the additional sum required as a deposit will be clearly stated when making your booking.
As a measure of fraud prevention you will be required to enter the three digit Card Verification Value (CVV) printed on the back of your credit or debit card when making a booking online.
Unless stated as part of your booking, additional items such as (but not limited to) the cost of external telephone calls, meals, drinks, parking, electricity and travel expenses, are not included in the price of your stay. If you incur any such additional costs you must settle the sum involved prior to your departure from the hotel. All prices are quoted in £GBP and include tax (VAT) at the prevailing rate at time of booking.
3. VAT Invoice
A VAT invoice will be provided at the hotel on departure if required.
4. Price changes
The Villa Esplanade reserve the right to increase or decrease rates at any time, without prior notice, in line with market demand. The total price of your stay will be confirmed at time of booking and, with the exception of errors, this price will not be adjusted. We reserve the right to correct any errors in advertised and confirmed prices and will do so as soon as we become aware of an error. We will notify you of any price discrepancies relating to your booking should they arise, but we strongly advise you to check that the final price of your booking is correct before making your final confirmation.
5. Amendments to your booking
You should notify us of any amendments to your confirmed booking by telephone or in writing – by post or by email to bookings@villaesplanade.co.uk – as soon as possible. Amendments are subject to availability and are subject to an administration fee of £25.00.
6. Cancellations
Should you wish to cancel your booking we regret that all payments made to date are non-refundable.
If you have not arrived by 8am the morning after your stay was due to commence, and you fail to contact the Hotel to confirm your arrival time, we will treat the reservation as cancelled and any payment made to date will be retained. In instances where only a deposit has been paid the Villa Esplanade will make further charges to cover the full cost of your reservation. This includes non-arrivals.
Any alterations or amendments to your booking must be made by telephone and will incur a £25.00 admin fee. Alterations or amendments are subject to availability.
If you wish to cancel your booking, you can do so by emailing bookings@villaesplanade.co.uk. Cancellation confirmation will be sent back to you at the same email address.
7. Cancellation Cover
We strongly advise that guests purchase suitable cover for their stay, either through an insurance company or with our own cancellation cover scheme. For a small fee our Cancellation Cover allows you the freedom to cancel your booking and obtain a full refund up to 72 hours prior to your check-in, minus the cost of the cover and a one off admin fee of £25.00. Without cover we regret that, should the need to cancel arise, any payment made to date is non-refundable.
All members of your party, including children where applicable, must take out Cancellation Cover. Only the cost of your stay with The Villa Esplanade is covered. Cancellation Cover must not be used in conjunction with any other cancellation cover or insurance policy. Corporate, conference and group bookings cannot be covered by this policy, although a separate agreement may be negotiated with The Villa Esplanade if required. The maximum amount of cover per person is £500.
Where our Cancellation Cover has been taken out, and in the unfortunate event that you need to cancel your booking, you must notify us by telephone (01723 375571), or by email bookings@villaesplanade.co.uk
The date and time of the cancellation is when we receive your cancellation request. The person that paid for the booking, wherever possible, should be the person who requests cancellations. No details as to the reason for your cancellation will be required.
If you cancel your reservation 72 hours or more prior to check-in, where our Cancellation Cover has been taken out, you will be entitled to a full refund minus the cost of the Cancellation Cover, any non-refundable supplements or added extras requested (e.g. attraction tickets, fruit basket etc.) and a one off admin fee of £25.00.
If you cancel your holiday less than 72 hours prior to check-in, then our standard cancellation policy will apply (see section 6 above).
8. Cancellations and changes made by The Villa Esplanade
In the unlikely event that the Villa Esplanade is unable to accommodate a confirmed reservation it may be necessary to offer an alternative of an equal or a superior standard. If at any time we need to make changes that will significantly affect your stay or we need to cancel your stay, we will tell you as soon as possible, offering a suitable alternative or a refund. This does not apply to minor changes or events during your stay, resulting from unusual or unforeseeable circumstances beyond our control. We cannot be held responsible for cancelling your booking as a result of your failure to comply with any requirement of our Booking Terms & Conditions, and we cannot be held liable for any expenses, costs or losses incurred by you as a result of any change or cancellation. If a guest or a member of your party behaves in a way that causes or is likely to cause danger, upset or distress to a third party or to hotel or guest property, we are entitled, without prior notice, to curtail the stay and request that the person(s) concerned leave the hotel. No refunds or return travel arrangements will be made and we will not pay any expenses or costs incurred as a result of such a curtailment.
9. Additional Requests
All additional or special requests are subject to availability and we cannot guarantee the provision for special requests. Any additional requests made should be prior to your arrival at the Villa Esplanade, giving reasonable advance notice.
10. Third party suppliers
Elements of your break may include services supplied by third parties (for example golf, mountain bike hire, etc). Such third party suppliers will usually have their own set of Terms and Conditions relating to the services they provide. You should consult the Terms and Conditions of any third party either before or soon after making a booking if your break includes such items.
11. Medical conditions
If you or any member of your party has a medical problem or disability which may affect your stay, please contact The Villa Esplanade so that we can make provision for the particular needs of the person(s) concerned, or advise you if we are unable to make such provision. If details are not provided to us at the time of booking, the hotel reserves the right to cancel the booking should it be unable to make appropriate provision for a specific need or needs.
12. Circumstances beyond our control
We cannot accept responsibility for unforeseen circumstances beyond our control. These include (but are not limited to) adverse weather conditions, fire, riot, war, terrorist activity (or threat of such activity), industrial dispute, natural disaster, or injuries and death of an individual(s) through accidental circumstances unconnected with the hotel. By making a booking you are accepting responsibility for any damage or loss caused by yourself or a member of your party. Full payment for any such damage or loss must be paid to the hotel owner or manager on demand. If you fail to do so, you will be responsible for meeting any claims subsequently made (together with our own and the other party’s full legal costs) as a result of your actions.
13. Complaints
If you are dissatisfied with any aspect of your stay you should bring the problem or issue to the attention of the duty manager at the hotel as soon as possible so that all reasonable efforts can be made to rectify the situation. If for any reason the issue cannot be resolved to your satisfaction you should put it in writing and send it to our customer service department at the following address. Customer Service, The Villa Esplanade, Esplanade, Scarborough, YO11 2AQ. Any complaints arising out of your stay at the hotel that are not brought to the attention of the hotel during your stay are unlikely to receive the same level of attention if made retrospectively.
14. General Information
Prices & Availability: For real-time prices and room availability for the Villa Esplanade, please go to www.villaesplanade.co.uk or call us on 01723 375571. All prices are quoted in £GBP and include tax (VAT) at the prevailing rate at time of booking.
Pricing: Our accommodation pricing will fluctuate in line with market demand. Prices are generally lower the further in advance that you book. Prices midweek may offer better value.
Checking-in: Winter check in is 12.30pm – 4pm & Summer check in is 2.30pm – 5pm. Check out is 10am. If you plan to arrive later than the times specified, please advise us directly by calling the number given on your booking confirmation.
Pets: The Villa Esplanade is a pet friendly hotel. Pets / Dogs are accepted by prior arrangement. However pets are only permitted in specific ‘Pet Friendly’ apartments. Please contact us for more details about our dog friendly accommodation. Terms and charges apply.
Taxes: All prices include service Value Added Tax (VAT) at the prevailing rate.
Tourist attractions: To avoid disappointment you should check the seasonal and/or daily opening times of any tourist attractions prior to travelling to the hotel or the attraction concerned.
Accuracy of information on this website: Whereas we endeavour to ensure the information contained within this website is as accurate as possible, there will inevitably be instances where information may be incorrect or out of date. It is always advisable to check specific details that may be relevant to your booking prior to making that booking. For example, information relating to regional or local attractions is intended for your general information and any changes to such attractions or facilities are beyond our control. We reserve the right to amend or remove information at any time and do not accept responsibility for keeping copies of any amended or deleted information.
15. Usernames and Passwords
This site may provide you with the ability to use usernames, passwords, or other codes or devices to gain access to restricted areas. The content contained in such areas is confidential to The Villa Esplanade, and is provided to you for your own specified personal or corporate use. We reserve the right to withdraw the use of such access codes at any time should we feel that their use is being abused or is likely to be detrimental to our business in any way.
16. Our liability to you
We accept liability for, and totally restricted to, services booked via the The Villa Esplanade website in accordance with the Booking Terms & Conditions current at the time of booking. We cannot accept any other form of liability.
17. Website Privacy
Electronic mailing list: The Villa Esplanade operates an opt-in email policy. In order to receive details about special offers and promotions from us by email you must opt-in to our mailing list. If at a later date you wish to opt out of our mailing list you can use the link or email address provided at the bottom of any of our emails to do so. Alternatively, you can unsubscribe by sending an email to: support@villaesplanade.co.uk We do not send unsolicited email communications and we do not sell, exchange or trade email addresses to or with third parties.
Reservations: In order to guarantee your reservation you will need to provide us with specific personal details relating to that reservation. Your details will be used only for the purpose of handling that reservation and will be provided to the hotel in which you are staying for that specific purpose. When you make a reservation we will use your email address for the purpose of fulfilling that reservation. This will include sending you an email to confirm your reservation and may include additional communication should we need to contact you regarding specific requirements or a cancellation. If you choose to opt-in to our mailing list during the booking process, then we will store the contact details that you have provided so that we may fulfil your request for future communication.
18. Third party websites and viruses
The Villa Esplanade cannot be held responsible for the accuracy, content, or availability of information about our hotels or our organisation that may be found on third party websites. Neither are we responsible for the content or privacy policies of any third party websites that have links to or from the The Villa Esplanade website. Attempts to interfere with the operation of our website, by whatever means, or any attempt to place an unreasonable or disproportionate load on our website or server infrastructure is prohibited. In the event of our website failing to operate, either in whole or in part, due to infections by computer viruses, bugs, tampering, unauthorised intervention, fraud, technical failures or any other causes beyond reasonable control, we reserve the right in our sole and absolute discretion to prohibit usage of our site and to cancel, terminate, modify or suspend the site.
19. Copyright (c) The Villa Esplanade.
All rights reserved. All copyright and other intellectual property rights in all text, images, sounds and other materials on this site is the property of The Villa Esplanade and its affiliated companies. No reproduction of any part of this site may be sold or distributed for commercial gain or modified or incorporated into any other work, publication or site. All names, logos, trademarks, service marks, trade dress and trade names are proprietary to The Villa Esplanade and may not be used by anyone for any purpose without our prior express written consent. Framing or utilised framing techniques of the above or other proprietary information is also prohibited without written consent. We consider our trademarks to be valuable assets, and take infringement of them seriously. It is illegal to use any spy wares, robot, spider or other automatic device, or manual process to track or copy the site or the contents or information without our prior express written consent, apart from the recognised major search engines such as Google & Yahoo MSN. The use of any such material from The Villa Esplanade website on any other Web, Internet, intranet, extranet or other site or computer environment is strictly prohibited. Information on our site is intended for your reference only. If you have any specific queries you should contact The Villa Esplanade directly. The Villa Esplanade nor any party involved in creating, producing or delivering this site shall be liable for any damages arising out of any access to, use of, or inability to use this site.