Terms and Conditions

GENERAL – These booking conditions set out the basis upon which the accommodation reservations are accepted for clients (“You”, “Your party”) by Beechwood House Partnership (“Us”, “We”, “Our”). The Beechwood House reserves the right to change any of the Terms and Conditions from time to time. If guests are in breach of any of these conditions, we reserve the right to request that guests vacate their apartment immediately. These conditions shall be governed by and construed in accordance with the laws of England and the Courts of England shall have exclusive jurisdiction in relation to any claim, dispute or difference concerning these conditions and any matter arising from them.

ACCEPTANCE of TERMS and CONDITIONS/ CONTRACT of HIRE – You will be deemed to have confirmed your booking, and accepted these terms and conditions, either 48 hours after We send you your Booking Confirmation email or when You send confirmation that you have received the Booking Confirmation email or You make payment of all or part of the rental charge, whichever is the earliest.

PRICES – All prices are quoted in UK Pounds Sterling and, unless otherwise specified, the prices quoted included VAT at the prevailing UK rate. All prices are based on costs prevailing at the time of quotation and may be subject to change.

PUBLISHED RATES All published rates are quoted in Pound Sterling per Apartment, per night inclusive of VAT at the current rate and subject to availability. Prices are subject to change without notice and we reserve the right to alter your rate should a mistake be identified. Restrictions may apply on certain days/dates.

RESERVATIONs A valid credit card is required to guarantee your reservation. We accept all major credit and debit cards including American Express. In the case of a no-show the full length of stay will be charged, and no amendment or refund will be given. Upon making a reservation at Beechwood House you automatically accept these terms and conditions. By providing your credit card details your specifically and irrevocably authorise us to charge all fees, penalties and expenses to your card where such charges are due in accordance with these Terms.

PAYMENT – Payment in full is required at the time of booking unless otherwise agreed. If payment does not reach us at the required time, we reserve the right to suspend or cancel any booking made. The total amount payable to confirm your booking is quoted in your booking confirmation and will be charged to your credit or debit card at the time of booking.

USE of APARTMENTS – It is forbidden to use our apartments for parties or gatherings where occupants of neighbouring apartments might be disturbed. If, on arrival, it is felt you are intending to use the apartments for such an event you may be refused entrance. If it is discovered that you are holding such an event after arrival you will be required to leave immediately. In such circumstances, we are not obliged to provide or locate alternative accommodation. The proportion of refund is at Our discretion.

FACILITIES and SERVICES – All apartments are fully furnished to a high standard and include a kitchen fully equipped with appliances, cutlery, crockery, and kitchen utensils. A Welcome Pack is provided on arrival (details on our website) but all further supplies should be provided by You. A Broadband Internet connection is provided at all locations. There is no charge for normal use, as described in our Fair Usage Policy, of this facility. If a loss of connection occurs, We will endeavour to get reconnected as quickly as possible but We cannot be held liable for any losses resulting from the loss of connection. Unless otherwise specified, the prices quoted for all serviced apartments include utilities and taxes. The only exclusion is service charges for telephone calls made. Call rates are detailed on our website and in the apartment. Unless otherwise specified, the prices quoted include a weekly Maid Service, which is carried out on the 7th day after arrival, or 8th day if arrival is either on a Sunday or stay is for only 8 nights. All linen and towels are included and changed with every Maid Service. Any extra charges are at the management’s discretion.

CANCELLATION by YOU – All notification of cancellation must be made in writing by post, fax or email to Us. You are responsible for ensuring the notification has been received. When notification is received more than 2 days prior to the first date cancelled, all payments received from the client are refunded. When notification is received 2 days or less prior to the first date cancelled, the full cost of the cancelled period is forfeit. We strongly recommend that all clients obtain appropriate travel and personal insurance cover to cover these charges in the event of a cancellation

DEEMED DELIVERY OF NOTIFICATION – Any notification sent to us is deemed to have been received on the following days:

  1. (a) if sent by pre-paid first-class post or other next working day delivery service providing proof of postage at 9.00am on the second Business Day after posting or at the time recorded by the delivery service;
  2. (b) if sent by email, at the time of transmission if sent before 6pm Greenwich Mean Time or the next day if sent after 6pm; or
  3. (c) if send by fax, at the time of transmission if send before 6pm Greenwich Mean Time or the following day if sent after 6pm.

ALTERATION by YOU – If you wish to alter your booking (e.g. change the dates of your stay or the accommodation requested), we will use all our reasonable efforts to comply with your request, however we cannot guarantee that we will be able to do so and we accept no liability for any loss, damage or additional expense that may be incurred in that circumstance. Delayed arrivals by more than _____ hours and early departures will be treated as cancellation, even if additional nights are added to the end or beginning of the stay, and so will be subject to the cancellation charge if the change is made 2 days or less prior to the first date changed. If your stay is reduced in length, please see the section on Price bands for information on the price you will be charged.

CANCELLATION by US – In exceptional circumstances we may find it necessary to cancel your booking and if so, we shall make all reasonable efforts to offer a suitable alternative. If this is not acceptable, and assuming the cancellation is not as a result of events beyond our reasonable control, which shall include but not be limited to events such as war, civil strife, terrorist activity, labour disputes, natural or man-made disaster, fire, flood, and adverse weather conditions, we will refund any sum you have paid to us which shall constitute full and final settlement of any liability we may have to you as a result of such cancellation. This does not affect your statutory rights. More specifically, nothing in these conditions shall restrict our liability for death or personal injury caused by our negligence, or for fraudulent misrepresentation. We accept no liability for any loss, damage or additional expense that may be incurred in that circumstance.

ALTERATION by US – While every effort is made to adhere to the apartment location, postal number and price stated in a booking, We reserve the right to vary the location and postal number of the apartment at any time until check-in and vary the total price at any time before receiving the final payment from the client. Any variation will be communicated to the client in writing by email, post or fax. On receiving notification, the client has forty-eight hours to communicate non-acceptance of the variation described. If no such communication is received, the client is assumed to have accepted the variation. If communication of non-acceptance is received within forty-eight hours, all paid funds will be returned to the client without any deduction.

SECURITY – Guests are responsible for their visitors. All non-residents are kindly asked to vacate the premises by 10pm to ensure the security of other guests staying at The Beechwood House Aparthotel and we operate a strict no party policy. Guests will be provided with a set of keys to access the apartment. It is your responsibility to ensure you are in possession of these at all times and that they are returned at the end of your stay. An additional charge of £50 will be made for lost keys. You are not allowed to make copies of keys and any such action or attempt shall be reported to the local enforcement agency.

NOISE/NUISANCE – Guests are required to behave in a responsible manner, respect the apartment and their fellow guests and keep noise to a minimum between the hours of 10pm and 8am. This includes causing any sort of nuisance or disruption to fellow guests or using threatening or abusive behaviour towards a member of staff on the phone, in writing or in person. Guests are not permitted to use the apartment for any illegal or immoral purposes. We expect all guests to respect all those in neighbouring apartments. Any guests causing nuisance to other paying guests will be asked to vacate the premises with no compensation. We will make every effort to ensure that every guest enjoys a peaceful stay. However, we cannot guarantee or be held responsible for disturbances caused by other guests our outside the hotel. The Beechwood House Aparthotel does not

offer refunds for any incidents out of our control. Where guests create nuisance and a loss of revenue to the business is caused, we reserve the right to charge the card of the registered customer, the amount of any revenue lost to the business.

NUMBER of OCCUPANTS – You are responsible for ensuring that the apartment is not occupied by more people than is stated on your Booking Confirmation email, which is set to the number of beds in the apartment. We reserve the right to refuse admittance to the apartment if we feel this condition is likely to be breached. In this case no paid funds will be returned. The apartment cannot be re-let/sublet to any other group/party without the written approval of Us.

CHECK-in and CHECK-out – The rules for check-in and check-out are set by Us. All apartments are usually available for occupation after 1.00pm on the Day of arrival. Keys are made available during working hours (between 9:30 a.m. and 5:00 p.m.). Arrangements can be made for key collection after hours and on Sundays, subject to prior arrangement. All apartments must be vacated by 11.00 am on the day of departure and keys must be left in the apartment. Arrangements can be made for a later checkout, but this is subject to prior arrangement. If there is any delay in vacating the apartment beyond the agreed time a full day’s rental is charged to You.

DAMAGE to APARTMENT – You are responsible for taking all reasonable care of the property and its contents. The property and all equipment, utensils, furniture etc. must be left clean and tidy at the end of the hire period.

Except in the case of normal wear and tear the hirer will be responsible for making good any damage to the apartment, its contents or any neighbouring apartments and/or their content, the building or its structure, which has occurred due to negligence, wilful damage or irresponsible behaviour on the part of those occupying the apartment or their guests. Such damage must be reported, without delay, to our local representatives. You are required to notify us of any damage, loss or broken items or matters requiring general maintenance as soon as the damage is discovered and in any event, before your departure. In the event of malicious, wilful or negligent damage to an apartment or any other property, The Beechwood House reserves the right to charge the amount of any loss sustained, including business interruption losses to the credit/debit card of the registered customer or send an invoice for the costs for payment to the registered address In the event that these are discovered during the stay they will be drawn to the hirer’s attention but if any damage if discovered after departure we will notify you within 7 days of departure with full details and where possible photographic evidence of the damage/loss and the estimates of any repairs necessary to make good any damage sustained. We will however make every effort to rectify any damage internally prior to contracting specialists to make the repairs, and therefore will make every effort to keep any costs that guests would incur to a minimum. Where payment by the customer was made by means other than credit/debit card or in the event of a card declining, The Beechwood House will pursue the matter through civil courts.

The cost of the repair or replacement must be agreed with, and paid to, Us. You are responsible for ensuring that no person staying or visiting the apartment during your stay will suffer anything to be done which would endanger the policy of our insurers in respect of the apartment and its contents which might make the same void or voidable.

Further, if the damage was malicious or reckless then this could amount to criminal damage and we reserve the right to report any such damage to the Police.

TERMINATION by US – We have the right to terminate a booking at any time on the grounds of abuse to staff or other guests, mistreatment of the apartment or criminal activity on the part of those occupying the apartment or their guests.

AGE RESTRICTIONS In order to ensure our guests enjoy a stay free from disturbance, non-corporate bookings may not be accepted from any paying guests under the age of 21. Proof of identification and date of birth may be requested on arrival and if not presented on request, we reserve the right to cancel the booking.

LIMITATION OF LIABILITY – Nothing in this term limits liability which cannot be limited legally, including liability for death or injury caused by our negligence, fraud or fraudulent misrepresentation. We cannot be held responsible for any other loss, including but not limited to personal injury unless caused by our negligence, loss or damage to personal effects howsoever arising at the accommodation, loss of business or opportunity, inconvenience or pain, suffering or loss of amenities, undue stress or anxiety. Neither We, nor our representatives, can be held responsible for any circumstances beyond our control including, but not limited to, mechanical breakdown, illness or failure of any public service supply or any acts and/or omissions of guests visiting or occupying neighbouring property.

RIGHTS of ACCESS – Our representatives and subcontractors have the right of access to the property at any time, with due regard to the convenience of You, for the purpose of inspection of the property and to carry out any essential repair or maintenance work.

PETS – Regrettably no pets of any kind are permitted under any circumstances. You are liable for any infringement of this rule by Your occupiers. INFORMATION – All information supplied by Us, is given in good faith and is based on information available at the time. All reasonable measures have been taken to ensure the accuracy of any statement made either in writing or otherwise, but We are not liable for any variation however caused.

COMPLAINTS – Any complaints about the apartment, its contents, or Our staff must be made in writing immediately to Us at Beechwood House, Barton road, The Beeches, Oxford, OX3 9JZ, or email to Us on info@mybeechwood.com We will take all reasonable steps to settle the problem. We shall not have any liability for any complaint submitted after the completion of the rental period.

LITIGATION – In the event of any litigation arising from the booking of accommodation with Us, the Courts in England shall have sole jurisdiction on such arising matters and English law prevalent at the time shall be applied at the times.

FORCE MAJEURE – We will not be liable for any delay, loss, damage or expenses incurred if your booking needs to be altered or cancelled or we are unable to perform our contractual obligations as a result of events beyond our reasonable control, which shall include but not be limited to events such as war, civil strife, terrorist activity, labour disputes, natural or man-made disaster, fire, flood, and adverse weather conditions.

INSURANCE – The apartment hire cost does not include any personal insurance cover of any kind. It is recommended that insurance be taken out against cancellation. It is further strongly advised that personal accident and medical insurance is also taken out.

SMOKING – We operate a NO SMOKING POLICY. Smoking is not permitted in the apartments or in the internal communal areas of the apartment blocks and a minimum of £150 will be automatically charged to the card on the reservation for fumigation.

PRIVACY and DATA PROTECTION – We take your privacy and confidentiality seriously. We collect: (a) information necessary for us to process your booking; We will try to keep your data up-to-date and accurate, but we provide no warranty or guarantee and bear no liability to you in the event that any data transmission over the internet is not completely accurate or secure. We use your information to help us improve our service, to personalise the types of information you receive from us, as well as for internal statistical, marketing and administrative reasons. We do not share this information with outside parties except to the extent necessary to process your booking,

ACCOMMODATION – All apartments are occupied as serviced apartments and are only to be used as temporary accommodation for you, or your organisation. They are not for use as the principal, additional home or residence of guests; you will not be entitled to a tenancy or an assured short hold or assured tenancy. No relationship of landlord and tenant is created, and no statutory security of tenure exists now or when the period of occupation ends. If you or any member of your party fails to vacate at the end of the period, you will be charged the appropriate accommodation charges for the continued period of occupation. No persons other than the guests have the right to use the apartment. These conditions constitute an excluded agreement under s. 3a(7)(a) of the protection from eviction act 1977 (as amended) and cannot be construed as an assured tenancy under the housing act 1988 (as amended). We cannot guarantee an exact apartment number prior to arrival. The number of beds in the apartment determines the maximum guests in an apartment. If the maximum number is exceeded then we, or the preferred supplier, may refuse access to the accommodation and/or reserve the right to charge for additional apartments.