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Terms and conditions of business:

General

These conditions set out the basis upon which Alderman Apartments Limited (“Alderman Apartments”) accepts bookings to rent its apartments (“apartments”). References in these conditions to “we”, “our” or “us” are references to Alderman Apartments Ltd. References to “you” or “your” are references to the person, company or organisation making the booking and all members of the rental party who have been accepted by us. These conditions set out the basis of your contract with us. By placing a booking with us you are accepting these conditions. All offers and bookings are subject to availability.
These terms and conditions shall be governed by and construed in accordance with the laws of England .

In the event of any litigation arising from the booking of accommodation by Alderman Apartments Ltd, 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.

Rates

All rates quoted are based on the rates prevailing at the time that a booking is confirmed. Once a booking has been confirmed Alderman Apartments Ltd will not change the rate quoted unless you change the booking. VAT is charged if applicable. Rates are subject to change without notice and may vary for currency exchange movements where applicable between UK and overseas locations.

Confirmation of Booking and Payment

To confirm a booking we require a completed booking form or a completed booking link via the internet. In addition, a 25% deposit will also be required unless the booking is less than 4 days when 100% deposit will be required. The booking is not confirmed until this is received. Please note that seven days should be allowed for your cheque to arrive and for the funds to clear. Accordingly, payment cannot be accepted by cheque within a week from the arrival date.

If you book within 2 weeks of your arrival date or if your booking is for less than 4 days you must pay in full by cleared funds at the time of booking otherwise an initial payment of 25% of the total cost of your stay is payable when you book your apartment.

Upon receipt of the initial payment we will, providing the booking can be confirmed, send you written confirmation of your booking as soon as reasonably possible. The balance of the total cost, together with the security deposit, is payable in full no later than 2 weeks before your arrival date at the apartment.

If any payment you make is not honoured for any reason whatsoever, we are entitled to recover any reasonable costs we incur as a result up to a maximum of £25.

If any payment due in relation to your booking is not paid by the appropriate date, we are entitled to assume that you wish to cancel your booking and you may be liable to pay the cancellation charges shown in the table in section 8 depending on the date we reasonably treat your booking as cancelled. We normally send out a reminder to you before we cancel your booking in these circumstances.

All information collected obtained during the booking process will be processed in accordance with our Privacy Statement .

Extension of Bookings

For stays of up to 7 nights, 72 hours in writing, of your intention to extend your stay is required prior to the scheduled departure date.
For stays of more than 7 nights, 7 days notice in writing, of your intention to extend your stay is required prior to the scheduled departure date.

Failure to give notice in writing of your intention to extend your stay may result in your apartment being re-let. Please note that all extensions of current reservations are subject to availability and rate change.

Where notice of intention to extend your stay has been given, Alderman Apartments reserves the right to take all additional payments and charges from any credit/debit card used to make the original booking. Where payment has been made by cheque or bank transfer, an invoice for the requested extended period will be sent to the billing address provided at the time of booking and payment must be made by return.

Early Departures

In the event that a guest needs to check out prior to the agreed departure date, we will use our best endeavours to obtain a refund of accommodation charges for the remainder of the stay. However, any refund will be subject to the apartment being re-let and may be subject to a cancellation charge of £35 +VAT.

Methods of Payment

We are pleased to accept the following methods of payment:-

Credit Cards: We accept all major credit and debit cards, subject to a 3.6% administration charge.

Bank transfers: Our bank details are available on request. If you intend to pay by bank transfer this should reach our account net of all bank charges. Please ask your bank to show your name and Booking Reference on the transfer. A copy of the transfer should also be sent/faxed to us.

Cheques can be used for UK POUNDS STERLING payments only and should be made payable to Alderman Apartments Ltd. They should then be sent, with your Name & Booking Reference number, to:

Alderman Apartments Ltd
199a Whiteladies Road
Clifton
Bristol
UK
BS8 2SB
United Kingdom

Seven days should be allowed for your cheque to arrive and for the funds to clear. Accordingly, payment cannot be accepted by cheque within a week from the arrival date.

Accommodation and Occupancy

Although accommodation and location are confirmed in advance, the exact apartment cannot be guaranteed prior to arrival.

The number of people permitted to occupy each apartment is limited to the number of beds. In some apartments extra beds can be provided and this will be at a charge to be agreed at the time of booking. If the number of people permitted to occupy an apartment is exceeded, we reserve the right to charge for additional apartments.

Services

All apartments include a kitchen or kitchenette equipped with cutlery, crockery, and kitchen utensils. No food is provided.
Unless otherwise specified, the prices quoted for all accommodation include heating, electricity, gas, and television. The prices exclude rental charges for telephone equipment and service charges for calls made.

For serviced accommodation, the prices quoted include maid service. Maid service is available one to five times a week during working days; thus weekends and bank holidays are excluded. All linen and towels are included and changed at least once a week. Any extra charges are at the management's discretion.

For un-serviced accommodation, a set of linen and towels are provided at no charge. In some accommodation, maid service is available at an extra charge.

The client is responsible for gratuities and incidental charges.

Restrictions

Smoking: We operate a NO SMOKING POLICY. Smoking is not permitted in the apartments or in any other area of the apartment block. If, in our reasonable opinion, smoking has occurred in the apartment during your stay we reserve the right to charge you for additional cleaning of the apartment.

Pets: Regrettably no pets, other than registered guide and hearing dogs belonging to those with visual and hearing impairments, are allowed in any of the apartments under any circumstances.

Arrivals and Departures

Apartments are available for occupation from 15:00 hours* on the day of arrival to 10:00 hours on the day of departure. All additional hours will be charged as admin fee of up to value of one day unless otherwise agreed.

Early check in/ late check out cannot be guaranteed unless the booking is made from the night before arrival/ for the night after departure.

Key collection details will be provided prior to check-in date.

If you alter your booking

If you wish to alter your booking, Alderman Apartments will use its best efforts to comply with your requirements, however, you will be obliged to pay any additional expenses incurred as a result of the alteration. In addition, we may charge, at our discretion, an amendment fee of £50 plus VAT to cover the necessary administrative costs incurred.

However, it is important to realise that a change may have to be treated as the cancellation of one booking and the making of another. In such cases cancellation charges may be incurred in accordance with these terms, which may be as much as the total cost of your booking. We will advise you if this is the case when the change is requested. You must then inform us as soon as reasonably possible whether you still wish to change your booking. If you advise us that you do or you fail to contact us as soon as reasonably possible, your booking will be treated as having been cancelled by you and our conditions on cancellation as shown below will apply.

Cancellation Policy

• All cancellations must be confirmed in writing.

• No refunds will be made for non-arrivals.

• The booking will be cancelled on the day that the written notice of cancellation is received by us.

Bookings for properties such as our apartments are almost invariably made well in advance and for relatively lengthy stays in comparison with hotels or other travel accommodation. It is very difficult, therefore, to re-let an apartment after a booking has been cancelled particularly at short notice.

If you cancel your booking then a cancellation charge will be payable, based on the number of days before your arrival date that we receive written notification of your cancellation, as shown in the following table. This means that if you have paid the balance of your total cost and then have to, or wish to, cancel, you may receive a refund of part of such cost. However, if you have not paid your total cost by the time of your cancellation, you may be required to make a further payment by way of cancellation charge. For the purpose of this table, cost means the total cost of the booking, including any extra items already booked by you.

Number of days before arrival date that written notification of cancellation is received by us

Amount payable

Over 14 days - £35 + VAT administration charge
14 - 0 days - 100% of total fee due up to a maximum of 7 nights
plus £35 + VAT administration charge

In addition, any security deposit paid by you will be refunded in full, unless there are any outstanding charges due to us, in which case you agree that we are entitled to use the security deposit towards such outstanding charges.

Depending on the reasons for your cancellation, you may be able to reclaim cancellation charges from your insurance company if you have taken out travel insurance. We strongly recommend that clients purchase adequate travel insurance. Regrettably, for the reasons given above, we have to treat any curtailment of your stay as a cancellation.

If Alderman Apartments Ltd cancels your booking

In the unlikely event of your booking having to be changed or cancelled, we will contact you (by telephone where reasonably possible in the case of a significant change or cancellation) as soon as is reasonably practical, to explain what has happened and inform you of the cancellation or change.

If a significant change has to be made (and the change is not acceptable to you) or your booking has to be cancelled, we will, if possible and as soon as reasonably practical, offer you an alternative apartment of similar type and standard in a similar location for the same dates. In such circumstances, the advertised cost of the alternative apartment will be payable. Obviously, if the alternative apartment is advertised at a lower price, you will receive a refund (if you have already paid the balance of your total cost) of the price difference.

If you do not wish to accept a significant change or any alternative apartment offered or we cannot offer you a suitable alternative apartment, you will receive a full refund of all monies paid to us.

You should inform us as soon as reasonably possible whether you wish to accept any change or alternative apartment offered, or alternatively whether you want a refund. In the unlikely event that you fail to tell us that you wish to accept any change or alternative apartment we are entitled to assume you wish to cancel your booking and receive a full refund of all monies paid to us.

Insurance and Liability

Alderman Apartments Ltd cannot be held responsible in any way for loss of, or damage to, contents, furniture, fittings or any personal belongings at the apartment locations. Nor can we be held liable for the acts or defaults caused by third parties. You are advised to ensure your own insurance policies cover loss or damage to personal property during your stay. We strongly recommend that you take out adequate travel and personal insurance.

Furthermore, we cannot be held responsible for any personal injury however caused at the accommodation provided.

Nothing in this contract seeks to exclude liability for death and personal injury or any other liability not excludable under the laws of England and Wales

The client and the property owner should therefore effect their own insurance against such risks.

Security Deposit for Additional Charges:

Valid credit or debit card details must be provided at the time of booking to cover any additional charges incurred during your current (or any future) stay, breakages and damages. We reserve the right to deduct from the relevant credit or debit card, without further notice, all amounts chargeable under these conditions.

Additional charges include:

• Cleaning and repairs: We expect our apartments to be left in a reasonable state of repair and cleanliness on departure. If, at our discretion, additional works are required on departure to return the apartment to a reasonable state, the cost of these works will be charged as an additional charge to the card holder. When the duration of the reservation is in excess of 28 days, a discretionary final cleaning charge of up to £75 plus VAT may be charged.
• Smoking: As all our apartments are non-smoking, we reserve the right to charge £100 plus VAT (in addition to the general cleaning charges) for specialist cleaning to an apartment and/or its contents where smoking has taken place.
• Damage: Any damage to the apartment or contents caused by the guest must be paid in full by the card holder. In the event of any breakages or damage discovered after the guest vacates, we will notify the card holder by e-mail within 1 week of the guest’s departure, providing a detailed breakdown of the issues and the cost of rectifying them. Where possible, photographic evidence will also be supplied. Please note: Inventories and condition reports can be provided at the beginning and at the end of the accommodation period if requested prior to occupation.
• Keys: We will issue the guest with sets of keys (as relevant) and extra keys are available on request. If the issued keys are not returned on departure a charge of up to £50 plus VAT will be made to the booker. If between the hours of 8 pm and 8 am a guest locks themselves out of the property and/or the apartment and requires assistance to re-enter the property and/or the apartment, we reserve the right to charge up to £75 plus VAT call out charge in addition to the charge for lost keys.
• Call Outs: If the emergency call out number is used to contact the on-call representative between the hours of 8 pm and 8 am for any purpose other than an emergency, we reserve the right to charge the booker a call out fee of up to £75 plus VAT.
• Telephone Calls: Telephone calls are charged separately. Sometimes, telephone call charges are provided by a 3rd party supplier. Where this arrangement exists, it is the guest’s responsibility to set up a charge account with the service provider direct (details available in the apartment).
• Consequential loss: If the apartment is deemed unfit for occupation, the client will be obliged to pay compensation to Alderman Apartments Ltd for any loss of revenues in addition to the costs of cleaning and repair.
• Late departure: All additional hours after 10am will be charged as admin fee of up to value of one day unless otherwise agreed.
• Within one week of any deduction for additional charges from a debit/credit card, we will provide the card holder by e-mail or otherwise with a breakdown of the issues and the applicable additional charges.
• An administration charge of £35 +VAT will apply should a damaged item had to be purchased or disposed of.

Feedback and Complaints

We welcome feedback from our guests. We provide guest survey form in the apartment.

In the event that you are not entirely satisfied with the service offered, you should notify us as soon as possible. If the problem cannot be resolved during your stay, you should contact us in writing or alternatively you can call us on 0845 054 8037 or email info@alderman-apartments.co.uk . Our policy is to acknowledge any complaint within five working days, advising you of who is dealing with your concerns and attempt to address them.

Lost Property

Any items left in the apartment will be kept for 1 months after the departure date (except post). Any items posted to the guest will be liable £20 admin charge and postage charge.

Website

Please note that apartments are individual and vary in style, size and layout so furnishing details are not uniformly standard. Please contact us for further information on individual apartments.

Every effort has been made by Alderman Apartments to ensure that the information and images on its website are accurate, however, information and images are subject to change without notice.

For this reasons we cannot guarantee that any such images accurately or completely describe any of the apartments.