Terms and Conditions
1. User Agreement
1.1 By using the Website and the Booking Engine, You are agreeing to the following terms and conditions of use without modification or revision.
1.2 You acknowledge that:-
1.2.1 We are acting as solely as the College or University’s agent in respect of bookings made by You for Guests to stay at the College or University, and these bookings are made between You and the College or University;
1.2.2 The terms and conditions on which Guests will stay at the College or University shall be governed by this User Agreement.
1.3 It is important that You understand that We may amend, revise or update the terms and conditions of this User Agreement at any time and without prior notice to You and the most up to date version of this User Agreement from time to time will appear on the Website. Therefore, You should carefully review the terms and conditions of this User Agreement each time You use our Website or Booking Engine. If the terms and conditions of this User Agreement are not acceptable to You, You should not use our Website or Booking Engine.
2. Payment and confirmation
We have two payment models: immediate and deferred depending on the Vendor. You will be informed which model has been applied to your booking. In both cases, Credit/debit card details must be provided in order to make a booking: these details are completely secure. The two models are:
2.1: Immediate. Payment is taken at the time of booking and You should receive immediate booking confirmation by email: please contact Us if no confirmation has been received within 30 minutes.
2.2: Deferred. Payment is deferred until the Vendor has accepted or declined the booking, which is guaranteed to happen within 24 hours, but should be much quicker. During this time, and for up to five working days thereafter, You will have limited access to the payment funds, which are ring-fenced in Your account. Deferred payments are only used where the Vendor receives bookings from numerous sources and needs to confirm availability exists in order to avoid double bookings.
3. Cancellations and amendments
Our accommodation cancellation and amendment terms firstly reflect the cost to Us in administering your refund, including bank charges. Secondly We have also factored in the costs to the Vendor in terms of reduced probability of the room being filled and any room servicing costs incurred or food purchased in preparation for Guests’ visits. As such, We regret that the less warning You give us, the higher the cancellation fee must be. However, because We understand that plans can change unavoidably, You can always amend the dates of Your stay without penalty (as long as it's the same Vendor, the value of the booking doesn't decrease, and only if availability exists).
3.1 All cancellations and amendments must be confirmed through the "My booking" page of the Website.
3.2 Please note that in general, no cancellations can be made after midday one Working Day in advance, or 10.00am on Fridays for Saturday and Sunday nights.
3.3 Cancellation terms (where full payment has been made at the time of booking; "Notice period" relates to the number of days before the night in question; the same terms apply to any extras booked with Your accommodation):
Notice period: Your refund:
More than two weeks 100% (minus £10/€10/CHF15/US$15/C$15 administration charge)
Two weeks to one week 75% (minus £10/€10/CHF15/US$15/C$15 administration charge)
One week to one day 50% (minus £10/€10/CHF15/US$15/C$15 administration charge)
Day in question (onwards) No refund
3.4 For Guests who have been required to pay a deposit rather than the full amount at the time of booking, in the case of cancellation, You will lose Your deposit, irrespective of when the cancellation occurs. Further penalties may apply: please check the cancellation policy of the Vendor before making your booking.
3.5 Amendments involving no reduction in the total price of the booking will not incur a penalty, subject to availability. Depending on the Vendor, You may be able to make an amendment involving a reduction in the total price of the booking, in which case the above percentages apply to the difference between the original value and the amended value. However please note that the amendment can only be made at the same property as the original booking, and can only be made where future availability exists: otherwise a cancellation is required.
3.6 Please note that the cut-off time for amendments may vary between Vendors, but that most Vendors do not allow amendments after midday one Working Day in advance, or 10.00am on Fridays for Saturday and Sunday nights. If in doubt, please make Your amendment as early as possible to avoid the risk of having passed the cut-off time.
3.7 Visitor tickets and tours. Cancellations and amendments to visitor ticket and tour bookings involving a reduction in the total price of the booking: a 100% refund will be made to the Booker if the cancellation or amendment is made anytime up until the day of the visit or tour, minus a £2 administration fee. From the day of the visit or tour onwards, no refund will be due.
3.8 The Vendor reserves the right to cancel Your booking: this may be because of insufficient availability or a decision that the nature of Your group may not be in keeping with their requirements. In this case, You will receive a full refund.
4. Your stay
4.1 Every College or University will do their best to ensure that Guests’ stays are as comfortable as possible. For example every effort will be made to locate groups in adjacent rooms (although this may not always be possible). It should be emphasised that Guests will be staying in a College or University built for adult students and not a hotel. Facilities for children will be very limited and parts of buildings may not be safe for young children.
4.2 The photographs on the Website are only examples, and no guarantee can be made that Guests will be in the same rooms as those photographed.
4.3 If Guests have a query or complaint it should, in the first instance, be directed to the Porters Lodge or Reception. If College or University staff are unable to help, Guests should email us via the Contact Us page on the website. If it is a complaint, the College or University will be contacted and efforts will be made to correct the problem. In very exceptional circumstances a refund may be made at the discretion of the Vendor.
5. Towels, Bedding, and Travel Cots
All towels and bed linen are supplied and changed as necessary, unless stated otherwise.
If you are booking at a College or University that allows young children, all children over 2 years of age must have their own bed. If you have a child aged 2 years or under, they are normally able to sleep in a travel cot which must be provided by You. In this case, firstly You should find a Vendor suitable for young children by entering Your child in the correct age category on the search form. Once You have browsed the rooms and facilities and have decided which Vendor is most suitable, please then make your search again leaving out the baby from the Under 10 category on the search form, book Your chosen room(s) and write in the Additional Information section that You are bringing a baby and will provide a travel cot. If there is a problem with having a travel cot the Vendor will contact you.
Breakfast will generally be self-served; dinner, where available, will be served. Of those Colleges or Universities that offer dinner, check the College or University page to discover whether Guests will be given a wine list or a menu.
7. Disabled access
If Guests require disabled access You must specify this on the booking form. It is recommended that You book at least 3 weeks in advance to maximize the chances that Guests’ needs can be met. See the College or University pages on the Website for information as to whether they have any disabled access. Some Colleges or Universities with disabled access may not be able to meet Guests’ needs: in this case You will be informed within 2 Working Days and your Booking Fee will be refunded.
8. Fire Regulations and Health and Safety
8.1 Guests are required to familiarise themselves with, and comply with, all fire regulations, evacuation procedures and health and safety requirements at the College or University property where they are staying. Each room will contain a Fire Action Notice which should be read and understood immediately on arrival.
8.2 Any malicious activation of, or tampering with, fire alarms will result in a penalty being incurred.
9. Arrival and Departure
Guests should check individual College or University arrival and departure times, which are found in the “Arrival Information” section on the College or University’s information page. On arrival Guests should report to the reception (or Porter's Lodge in the case of Oxford and Cambridge), which is located near the main entrance to every College or University, where Guests will be given a key and directed to their room(s).
10. Damage or theft
As the individual making the booking, You are responsible for every person whom You are booking on behalf of. If, at any time during Your stay or visit, or subsequent to departure, there is discovered damage to or theft attributable to You, You will be liable for the costs of repair or replacement. A charge will be made to Your credit/debit card, or if that fails, You will be required to make a payment direct to the College or University. A receipt will be emailed to You.
11. College/University Rules and Porters
Please ensure that you have fully read and understood the College or University's page on our website before making Your booking, as it may contain specific rules and requirements that You need to be aware of, which are deemed a part of these Terms and Conditions.
All Guests are asked to treat College or University staff and property with respect, and conduct themselves in a manner befitting an academic institution, bearing in mind students and academics may be working and living on site. As such, Guests must adhere to the College or University's rules concerning smoking, noise, and disturbance. As a general rule, unnecessary noise and disturbance is not permitted on College or University premises between 11pm and 8am, or as otherwise specified in the Vendor's rules and requirements. If in doubt, ask at the Porter's lodge or reception. In addition to assisting Guests with information, they will also enforce any College or University rules that Guests are breaching or are in danger of breaching. If College or University rules are broken or the behaviour of Guests is deemed sufficiently unruly, College or University staff retain the right to remove Guests from the College or University premises (in which case no refund will be made) or demand a surcharge on the price of Your rooms.
All Guests agree to be bound by the University’s code of practice covering the use of email and the Internet. Guests using these services should check these regulations. Improper use of email or the Internet may result in the client being asked to leave the College or University.
No animals are allowed on College or University premises with the exception of assistance (guide) dogs, unless stated otherwise.
13. Limited Right to Use of Website Material
13.1 Subject to the terms and conditions set forth in this User Agreement, we hereby grant to You a non-exclusive, limited, non-transferable and revocable licence to view, print and download content from our Website and Booking Engine solely for Your personal and non-commercial use, and solely for purposes of enabling You to make bookings offered through our Website or Booking Engine.
13.2 You agree not to republish, distribute, assign, modify, transmit, display, reproduce, licence, create derivative works from, transfer or sell any content or other materials obtained or obtainable on or through our Website or Booking Engine.
14. Copyright and Trademark Notices
The content and other matters related to our Website or Booking Engine are protected under applicable laws relating to intellectual property rights, including but not limited to copyright and trademark laws. The copying, redistribution, use or publication by You of any such matters or any part of our Website or Booking Engine, except as allowed under this User Agreement, is strictly prohibited.
15. Liability disclaimer and limits
15.1 The content or other materials published on this Website and/or in the Booking Engine may include inaccuracies or typographical errors. The content or other materials may be changed or updated periodically. We, and any of our affiliates may, but shall not be required to, make any changes to our Website or Booking engine at any time without prior written notice to You.
15.2 Neither We nor any of our affiliates make any representation or warranty about the suitability of the content contained on our Website or the Booking Engine for any purpose whatsoever, and the inclusion or offering for sale or rent of any accommodation, or other products or services, on or through our Website or the Booking Engine shall not constitute any warranty, endorsement or recommendation of such products or services by Us or our affiliates. All such content is provided "as available," without any warranty of any kind whatsoever and we and our affiliates hereby disclaim all warranties and conditions with regard to such content and all products and services available through our Website or Booking Engine.
15.3 Our Website and/or Booking Engine may contain bugs, errors, problems or other limitations, for which You agree to hold Us and our affiliates harmless.
15.4 The suppliers, including the Colleges or Universities, providing products and services through our Website or Booking Engine are independent contractors and are not our or our affiliates' agents. Neither We nor our affiliates are liable for the acts, errors, omissions, representations, warranties, breaches or negligence whatsoever of any such suppliers or for any personal injuries, death, property damage or other damages or expenses resulting therefrom.
15.5 Nothing in this User Agreement excludes any liability which we may not lawfully exclude under contract, including but not limited to personal injury or death caused by our negligence.
15.6 From time to time, access to our Website or Booking Engine (or any portion thereof) may be suspended without prior notice.
15.7 You agree that We and our affiliates will have no liability and will not be obligated to make any refund and shall otherwise not be responsible in the event of any:-
15.7.1 delay, cancellation, overbooking or misquoted rates beyond our control; or
15.7.2 strike, riots, floods, acts of god, security breach, false transmissions, pranks, hoaxes, technological failure, health scares, or any other cause beyond our or our affiliates' control, and further that neither We nor our affiliates shall have any responsibility for any additional expense resulting from any such acts or events or from acts of any government or authority.
15.8 In no event shall We or any of our affiliates be liable for any direct, indirect, punitive, incidental, special or consequential damages arising out of, or in any way connected with, the use of our Website or Booking Engine or the delay or inability to use our Website or Booking Engine, or for any content or products or services obtained through our Website or Booking engine, or otherwise arising out of the use of our Website or Booking Engine, whether based on contract, tort, strict liability, or otherwise, even if we or our affiliates have been advised of the possibility of damages, except where We may not lawfully exclude such liability under contract.
16. No Unlawful Or Prohibited Use
16.1 As a condition of Your use of our Website and/or Booking Engine, You agree that You will not use our Website or Booking Engine for any purpose that is unlawful or prohibited by, or inconsistent with, this User Agreement.
16.2 You represent and warrant that You are at least 18 years old and posses the legal authority to enter into this User Agreement and to use our Website and Booking Engine in accordance with the terms and conditions of this User Agreement.
16.3 You may only use our Website and the Booking Engine to make legitimate reservations or purchases and not for any other purposes, including without limitation, to make any speculative, false or fraudulent reservations or any reservation in anticipation of demand.
16.4 You may not share any Website password(s) issued to You by Us with any other person or persons, and responsibility for the security of any such password(s) rests with You.
17. Use Of Information
Some of the content that refers to places to visit, places to stay, tours, and other services is supplied by third party suppliers that are not under our control. We do not independently verify, and do not guarantee, the accuracy of the information that we receive from such third parties. All information, prices and availability are subject to change without notice.
19. Links To Other Websites
Our Website and Booking Engine may contain hyperlinks to websites operated by third parties. We do not control such websites and will not be responsible for their content or for any breach of contract or any intentional or negligent action on the part of such third parties, which results in any loss, damage, delay or injury to You or Your companions. We are not responsible for the accuracy of opinions express in such websites, and such websites are not investigated, monitored or checked for accuracy or completeness by us. Inclusion of any linked website on our Website or Booking Engine does not imply or constitute approval or endorsement of the linked website by us. If You decide to leave our Website or Booking Engine to access these third party sites, You do so at Your own risk. All rules, policies (including privacy policies) and operating procedures of websites operated by third parties will apply to You while on such sites. We are not responsible for information provided by You to third parties.
You agree to indemnify, defend and hold Us and our affiliates, and any of our or our affiliates' officers, directors, employees, agents, successors and assigns, harmless from and against any liability, claim, loss, expense, cause of action or demand, including without limitation reasonable legal and accounting fees arising directly or indirectly in connection with any breach by You of any term, condition, representation, warranty or covenant contained herein or otherwise resulting from Your use of our Website or Booking Engine.
21. Contract Information
21.1 No contract will exist under this User Agreement for the reservation of any rooms at the College or University unless and until We accept Your reservation by email.
21.2 Acceptance will be deemed complete and will be deemed to be effectively communicated to You for all purposes, at the time that We send the email to You whether or not You receive the email.
22.1 This User Agreement (and any other terms and conditions referenced herein) constitutes the entire and only agreement between Us and You, and supercedes all prior or contemporaneous agreements, representations, warranties and understandings with respect to our Website or the Booking Engine or, the content thereof, or any products or services provided by or through our Website or Booking Engine, and the subject matter of this User Agreement.
22.2 You agree that except as expressly stated in this User Agreement no joint venture, partnership, employment or agency relationship is created as a result of this User Agreement or use of our Website or Booking Engine.
22.3 Our performance of this User Agreement is subject to existing laws and legal process, and nothing contained in this User Agreement is in derogation of our right to comply with law enforcement requests or requirements relating to Your use of this Website or information provided to or gathered by Us with respect to such use.
22.4 If any part of this User Agreement is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations set forth above, then the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and the remainder of this User Agreement shall continue in effect.
22.5 A printed version of this User Agreement and of any notice given in electronic form in relation thereto shall be admissible in judicial or administrative proceedings based upon or relating to this User Agreement to the same extent and subject to the same conditions as other business documents and records originally generated and maintained in printed form.
22.6 Our failure to enforce any provision of this User Agreement shall not be deemed a waiver of such provision nor of the right to enforce such provision.
22.7 You agree that notices to be given under this User Agreement may be given by electronic mail and that such notices comply with any legal requirement that such communication or notice must be in writing. If notice is to be given to Us it should be emailed to us via the Contact Us page on the website. Notices sent to Us will be deemed to be received 24 hours after receipt by Us at the relevant email address. If We require to send notice to You it shall be sent to the email address originally used by You when You made the booking with Us. Such notices will be deemed to be received at the time that We send the email to You whether or not you receive the email.
22.8 Any rights not expressly granted herein are reserved by Us.
22.9 Other terms and conditions may apply to your purchase of products or services offered on or through the Website and/or Booking Engine.
22.10 This User Agreement shall be governed by and construed in accordance with English law. Disputes arising in connection with this legal notice shall be subject to the exclusive jurisdiction of the English courts.
Cookies are small text files that are placed on your computer by websites that you visit. They are necessary in order to make our websites work, as well as to provide information to us about how our websites are being used. In no cases do we store personal information in cookies.
These are all the cookies that may be sent to you when you use our websites:
- Session cookie "ASP.NET_SessionId": This cookie is essential for our system to remember the booking dates that you have selected, as well as other criteria that you have chosen as part of our availability checking process. It does not contain any information other than a randomly generated number. It is deleted when you close your browser.
- Google Analytics "_utma" "_utmb" "_utmc" "_utmz": These cookies are used to collect information about how visitors use our websites. We use the information to compile reports and to help us improve the sites. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
- Language "lang": This cookie is used to record the language that you are viewing the website in. It is deleted after a year.
- Basket ID "basketid": This cookie is set when you add a booking to your basket so that if you leave the website and come back at a later date the booking will still be there. It does not contain the details of your booking, only a randomly generated number which identifies your bookings in our database. It is deleted after six months.
- Number of bookings "numbookings": This cookie is set when you add a booking to your basket, so that we can display the number of bookings you are making at the top of every page. It is deleted after six months.
- Partner ID "partnerid": If you have been referred to our website by one of our partners, this cookie is set so that we know where your booking originated from. It is deleted after a maximum of 30 days.
In this User Agreement:
“You” means the individual whose card is used to pay the Booking Fee where the context so requires, and otherwise the individual using the Website;
“Booking Engine” means the online booking engine contained on the Website;
“Booking Fee” means the fee paid by You for booking the room(s) at the College or University;
“College or University” means the College or University where the Guests will stay in accordance with your booking”;
“Guests” means the person(s) who stay at the rooms at the College or University in accordance with your booking and this User Agreement;
“User Agreement” means these terms and conditions;
“We” or “Us” means Charles Ramsay, 2nd Floor Office, 27 Eland Road, London, SW11 5JX, United Kingdom;
“Website” means www.travelbookingnetwork.com and its subsidiary websites; and
“Working Day” means any day in which the banks in the City of London are open for business.
TravelBookingNetwork is committed to preserving the privacy of all visitors to our websites. By placing an order on this website, you consent to the collection, use and transfer of your information under the terms of this policy.
Information that we collect from you:
- When you visit, register or order products or services on our websites you may be asked to provide certain information about yourself including your name, contact details and credit or debit card information.
- We may also collect information about your usage of our website as well as information about you from messages you post to the website and e-mails or letters you send to us.
Use of your Information:
- Your information will enable us and our properties to supply the goods or services you have requested. It will also enable us to bill you and our properties to contact you where necessary concerning your orders. We will also use and analyse the information we collect so that we can administer, support, improve and develop our business.
- We and our properties may use your information to contact you for your views on our services and to notify you occasionally about important changes or developments to the website or our services. Further, where you have consented, we and our properties and in the case of a Travel Booking Network partnership, the owner of the website you book through, might also use your information to let you know by email about other products and services which we offer which may be of interest to you. If you change your mind about being contacted in the future, please let us know.
Disclosure of your Information:
- The information you provide to us may be accessed by us and parties who process information, fulfill and deliver orders, process credit card payments and provide support services on our behalf.
- Some of these parties may be located outside the European Economic Area who act for us for the purposes set out in this policy or for other purposes approved by you.
- We will not pass your information to any other third parties.
- We will not retain nor have access to any of your credit or debit card information.
- We may also pass aggregate information on the usage of our website to third parties but this will not include information that can be used to identify you.
- If our business enters into a joint venture with or is sold to or merged with another business entity, your information may be disclosed to our new business partners or owners.
- Countries outside the European Economic Area do not always have strong data protection laws. However, we will always take steps to ensure that your information is used by third parties in accordance with this policy.
- Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Security and Data Retention:
- We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will retain your information on our secure servers for a reasonable period or as long as the law requires.