Terms & Conditions
BOOKING TERMS
Booking Terms & Conditions
By making a reservation at Ardennan House Hotel, you agree to the following terms and conditions:
Reservations & Payments
A valid credit or debit card is required to guarantee your booking.
Payment policies, including cancellation fees, will be outlined at the time of booking.
Cancellations & Amendments
Cancellations and modifications are subject to the policy applicable to your reservation type. Please refer to your booking confirmation for details, the cancellation policy is inform the hotel by Midday 48 hours prior to the reservation to avoid a 100% booking fee, unless prior agreement.
Failure to check in without prior notice may result in a charge equivalent to the full stay.
Failure to inform the hotel of any amendments out with the prior agreed booking may result in a charge equivalent to the full stay.
Check-in & Check-out
Check-in time: [4pm – 9pm]
Check-out time: [10am Mon-Fri][11am Sat-Sun]Early check-in or late check-out requests are subject to availability and may incur additional charges, please contact the hotel prior.
Guest Responsibilities
Guests must provide valid identification upon check-in.
The hotel reserves the right to refuse service or terminate a stay in case of misconduct or policy violations.
Data Protection & Privacy
We are committed to protecting your personal data and process it in accordance with PCI DSS (Payment Card Industry Data Security Standard) and GDPR (General Data Protection Regulation) requirements.
Your payment details are securely processed, personal data related to your booking is retained only as long as necessary for legal and operational purposes, typically up to 7 days, after which it is securely deleted.
For more details on how we handle your data, please refer to our Privacy Policy.
CODE OF CONDUCT
By booking with us at Ardennan House Hotel either directly or indirectly, you agree to the above terms and conditions as well as the below policies.
Code of Conduct
To ensure a comfortable stay for all guests, we ask that you adhere to the following guidelines:
Noise & Disturbances: Excessive noise, loud music, or disruptive behaviour is not permitted, especially between [quiet hours, 10:00 PM – 7:00 AM]. Guests who do not comply may be asked to leave without a refund.
Smoking & Illegal Substances: Smoking (including vaping) is strictly prohibited in all indoor areas. Designated smoking areas are available outside. A [£100] cleaning charge will be applied for smoking in rooms. Possession or use of illegal substances is strictly forbidden and will result in immediate removal from the property.
Guest & Visitor Policy: Visitors are welcome but must adhere to hotel policies. Overnight stays by unregistered guests are not allowed.
Respect for Others: All guests and staff must be treated with courtesy. Harassment, violence, or inappropriate behaviour will not be tolerated.
Failure to comply with these rules may result in additional charges or removal from the property.
Pet Policy
We are pleased to offer pet-friendly accommodations under the following conditions:
Pet-Friendly Rooms: Pets are allowed in designated rooms only. Guests must request pet-friendly accommodations at the time of booking.
Fees & Deposits: A [specify fee] cleaning fee applies. Additional charges may be incurred for damages or excessive cleaning.
Pet Behaviour: Pets must be well-behaved, leashed in public areas, and never left unattended in rooms. Guests must clean up after their pets.
Restricted Areas: Pets are not allowed in [the restaurant or main hotel common areas].
Service Animals: Registered service animals are always welcome and exempt from pet fees.
The hotel reserves the right to charge for damages or refuse accommodation if a pet disrupts other guests.
Damage & Liability Policy
We strive to maintain a high standard of comfort and cleanliness for all guests. Please note the following:
Guest Responsibility: Any damages to hotel property, whether accidental or intentional, will result in full financial liability for the guest responsible. The payment card on file may be charged accordingly.
Room Condition: Rooms must be left in good condition upon check-out. Excessive cleaning, damage repairs, or lost items (e.g., towels, key cards, furniture) will result in additional charges.
Hotel Liability: The hotel is not responsible for loss, theft, or damage to personal property. Guests are encouraged to use in-room safes (if available) and take necessary precautions.
Third-Party Liability: The hotel is not responsible for accidents, injuries, or damages incurred due to guest negligence or misuse of facilities.
By booking a stay, guests agree to these terms.
Accessibility Statement
We are committed to providing an inclusive and accessible environment for all guests.
Accessible Accommodations: We offer wheelchair-accessible rooms with adapted bathrooms, lower counters, and other necessary modifications.
Public Areas: Our hotel provides:
Step-free or ramp access to main entrances.
Accessible restrooms in public areas.
Assistance Animals: Service animals are always welcome.
Staff Assistance: Our staff is trained to assist guests with disabilities and will gladly provide support upon request.
If you have specific accessibility needs, please contact us in advance, and we will do our best to accommodate you.
Payment & Deposit Policy
Accepted Payment Methods:
We accept payments via major credit/debit cards (Visa, MasterCard), cash, and digital payment platforms. Personal checks are not accepted.
Deposit Requirements:
A valid credit card is required to guarantee a reservation. A pre-authorization or deposit may be required upon check-in to cover room charges and incidental expenses. The deposit amount varies based on the length of stay and room type.
Incidental Charges:
Guests are responsible for any additional charges incurred during their stay, including but not limited to minibar usage, room service, laundry, and damages. These will be charged to the payment method on file at check-out.
Refunds:
Refunds for cancellations or early departures are subject to our Cancellation & Refund Policy. Please review it before making a reservation.
Health & Safety Policy
Fire Safety:
Fire exits are clearly marked throughout the hotel.
In case of a fire, do not use elevators—please follow posted evacuation routes.
Smoke detectors and fire alarms are installed in all guest rooms and common areas.
Emergency Procedures:
In case of a medical emergency, dial [999] or contact the front desk.
Our staff is trained in basic first aid, and an emergency response plan is in place.
Sanitation & Hygiene:
Housekeeping services are available daily, with deep cleaning of high-contact surfaces.
Hand sanitizing stations are placed in common areas.
Guests feeling unwell are advised to inform reception for necessary assistance.
Contactless check-in/check-out options are available.
Wi-Fi & Internet Usage Policy
Access & Availability:
Complimentary Wi-Fi is available in all guest rooms and public areas.
Access details will be provided upon check-in.
Security & Liability:
Guests are responsible for their own cyber security while using hotel Wi-Fi.
The hotel is not responsible for any loss of data, unauthorized access, or compromised personal information while using the network.
For secure transactions, we recommend using a VPN or avoiding public Wi-Fi for sensitive activities.
Prohibited Use:
Guests must not use the hotel’s Wi-Fi network for illegal activities, including but not limited to:
Downloading or distributing copyrighted material without authorization.
Engaging in fraudulent or malicious cyber activities.
Accessing inappropriate or illegal content.
The hotel reserves the right to restrict access or disconnect users found violating these terms.
privacy policy
1. Introduction
At Ardennan House Hotel, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you visit our website, make a reservation, or use our services.
2. Information We Collect
We may collect the following personal data:
Personal Information: Name, contact details, email address, and billing information.
Booking Details: Check-in/check-out dates, room preferences, and special requests.
Payment Information: Securely processed in compliance with PCI DSS.
Website Usage Data: IP address, browser type, and cookies to improve user experience.
3. How We Use Your Data
We collect and process your data for the following purposes:
✅ To process and confirm hotel reservations.
✅ To provide customer service and manage your stay.
✅ To comply with legal and regulatory obligations.
✅ For marketing communications (only with your consent).
4. Data Storage & Security
We store personal data only as long as necessary, typically up to 7 days after checkout unless required for legal or dispute purposes.
Payment data is processed securely and in compliance with PCI DSS standards.
We implement security measures to protect against unauthorized access, alteration, or loss of data.
5. Your Rights Under GDPR
You have the right to:
✔ Access, update, or delete your personal data.
✔ Withdraw consent for marketing communications.
✔ Request data portability in a structured format.
✔ Lodge a complaint with a supervisory authority if you believe your data is mishandled.
6. Sharing Your Data
We do not sell or share personal data with third parties except for essential services (e.g., payment processors, booking platforms) under strict confidentiality agreements.
7. Cookies & Tracking
Our website uses cookies to improve user experience. You can manage cookie preferences in your browser settings.
8. Contact Us
For questions or to exercise your data rights, contact us at:
📧 ardennanhousehotel@hotmail.co.uk
📍 Old Kemnay Road, Port Elphinstone, Inverurie, AB51 3XD
📞 +44 01467 621 502