The following terms and conditions are applicable to all Villa bookings at Polurrian Bay Hotel.
1. The contract
The contract entered into is between Polurrian Hotel Ltd. trading as Polurrian Bay Hotel and the person completing and signing the Booking Form (the Hirer). The contract is not effective until the required payment has been received and confirmation sent from Polurrian Bay Hotel to the Hirer.
Bookings cannot be accepted by:
a. Persons under the age of 18 years.
b. Parties where the majority of members are younger than 18 years (except families or supervised groups).
2.1 The number of persons occupying a property must not exceed the maximum stated in the current property description. (Babies under two are not normally counted as a member of a party).
2.2 The person who signs the booking form (the Hirer) will be responsible for all persons and should ensure that they are aware of the booking conditions.
2.3 Polurrian Bay Hotel reserves the right to decline any booking or to refuse to hand over a key to any person who has not complied with the booking conditions.
3.1 Reservations can be accepted by telephone or online, with the guarantee of credit/debit card details and must be confirmed within seven days, and the required deposit or total tariff paid.
3.2 Provisional reservations will be cancelled after seven days without further reference.
3.3 To secure a reservation, contact our reservations team: 0844 482 2152 or 01326 240421.
a. With a 30% non-refundable deposit.
b. Pay the balance of the cost eight weeks before the holiday is due to start (it should be noted that reminders are not sent out).
3.4 If the balance is not received within the time specified, the hotel reserves the right to take the full balance payment utilising the PCI (Payment Card Industry) code; should this not be successful Polurrian Bay Hotel will cancel the booking and retain the deposit.
3.5 Bookings made within eight weeks of the start of the holiday require payment in full at the time of booking.
3.6 A minimum stay of three nights is required outside of the summer school holidays.
3.7 During the summer school holidays, arrival and departure is on Saturdays only.
4.1 Once a booking is confirmed, the Hirer is responsible for the total cost of the holiday. ‘Total’ meaning the deposit plus balance of payments.
4.2 In the event of cancellation by the Hirer, Polurrian Bay Hotel will endeavour to re-let the property, and if successful may refund any monies paid less the deposit, which is non-returnable.
4.3 Polurrian Bay Hotel reserves the right to utilise the PCI (Payment Credit Industry) transaction code from previous payments for any outstanding balance in the event of cancellation or non-attendance.
5. Cancellation insurance
Polurrian Bay Hotel cannot arrange Holiday Cancellation Insurance on your behalf. We strongly recommend that your own appropriate Holiday Cancellation Insurance is in place at the time of booking.
6. Booking alterations
6.1 Any change in holiday dates will be subject to the agreement of Polurrian Bay Hotel.
6.2 Any request by the Hirer for transfer of booking to another property will be treated as a cancellation of the original reservation.
6.3 If, for reasons beyond its control, Polurrian Bay Hotel has to cancel or alter arrangements made for the Hirer it will make every effort to offer an alternative property if one is available.
6.4 If the Hirer does not accept the alternative offered, Polurrian Bay Hotel will return to the Hirer any monies paid, whereupon the liability of Polurrian Bay Hotel will cease.
7. Damage, loss and nuisance
7.1 The Hirer agrees:
a. The PCI (Payment Card Industry) Code will be utilised should any damages or additional charges be incurred during the occupation of the accommodation.
b. That the supervision of children, babies and any adults requiring care remains the responsibility of the Hirer at all times.
c. To be responsible for leaving the accommodation in good order and clean condition, otherwise a cleaning charge will be levied.
d. To pay for any damage or loss, however caused, excluding reasonable wear and tear, incurred during the occupation.
e. Not to cause nuisance or annoyance to occupants of nearby properties.
f. To allow reasonable access to the property by the hotel if it is deemed necessary.
g. To be responsible for placing any rubbish in the correct bags/bins and location for collection as per the individual property’s waste collection instructions. The hotel reserves the right to pass on any charges resulting from the incorrect disposal of rubbish.
h. Every effort is made to ensure all items of equipment described and supplied are in good working order; however, no guarantee is given or liability accepted if breakdowns occur before or during a holiday. Whilst Polurrian Bay Hotel will endeavor to organise repairs or replacements as quickly as possible, delays may occur, particularly during the high season.
i. The Hirer’s right to occupy the Villa may be forfeited without compensation or an additional charge made should the Hirer allow more guests to occupy the Villa than stated during the booking process or should any overnight guests be entertained without the hotel’s express permission.
7.2 If in the opinion of Polurrian Bay Hotel, any person is not suitable to continue their occupation of the property because of unreasonable behaviour, damage or nuisance to other parties, the contract may be discharged and Polurrian Bay Hotel may repossess the property immediately. The Hirer will remain liable for the whole cost of hire and no refund shall be due.
7.3 In accordance with non-smoking legislation, Polurrian Bay Hotel, which includes the Villas, is a smoke-free premises and smoking is not permitted. The designated smoking area is adjacent to reception. Smoking in a Villa will incur an additional cleaning charge of £140 per Villa to render the Villa smoke-free again.
8.1 Occupancy shall be from 4pm on the day of arrival to 10am on the day of departure, unless special arrangements have been made (the housekeepers have only a limited time to prepare the property for the next guests, and you are asked to respect this).
8.2 The use of the Property for the purposes of a hen/stag party is not permitted unless otherwise agreed.
8.3 The Hirer will allow Polurrian Bay Hotel or its authorised representatives to enter the Villa to inspect the state of it and to carry out any necessary works of maintenance or repair, at all reasonable times upon 24 hours’ prior notice or in the event of emergency at any time without notice, causing as little inconvenience to the Hirer as is reasonably practicable and making good any damage caused to the Villa.
8.4 Occupancy & Nature of the Agreement. A License under these conditions is granted by Polurrian Bay Hotel to the Hirer for the purposes of holiday accommodation, as defined in schedule 1, paragraph 9, of the Housing Act 1988 and is not intended to create a relationship of Landlord and Tenant between the parties. The Hirer shall not be entitled to a tenancy, or to an assured short hold or assured tenancy, or to any statutory protection under the Housing Act 1988 or to any other statutory security of tenure now or when the Holiday ends. If the Hirer or any member of the Hirer’s party fails to vacate the Villa after the holiday Polurrian Bay Hotel shall be entitled, apart from other remedies, to charge the Hirer a fee proportionate to the holiday for the continued period of occupation.
9.1 Wi-Fi access is free of charge
9.2 Linen for beds and bath and hand towels are provided per person and are included in rental price.
9.3 Use of leisure facilities is included in rental price.
9.4 Credit facilities for on-site purchases will be offered to the lead guest (Hirer) and members of their party aged 18 years and over. To secure this facility the Hirer will need to provide a pre-authorisation of their credit card to reception at Polurrian Bay Hotel. All purchases must be signed for.
9.5 All outstanding balances are payable upon departure. If you have not settled upon checking out, then the PCI (Payment Card Industry) transaction code from previous payments will be utilised.
9.6 Car Parking: please note that car parking availability on the Polurrian Bay Hotel site is limited. Each Villa has two designated spaces immediately in front of the Villa. For reasons of child safety, emergency vehicle access and car turning, no double parking, or parking on any tarmacadam surface is permitted. Vehicles must be parked on the brick paved areas in front of their property only.
Well behaved dogs are accepted by prior consent in Villa properties up to a maximum of two per house at a rate of £35 per stay (excluding food). Pets must be included in your booking prior to arrival. Any damage caused by your pet will be chargeable. We reserve the right to ask owners to remove pets that are causing damage or pose a nuisance to other guests. No pet is to be allowed on the furniture or in any bedrooms. Pets must not be left alone at the property at any time, should be house trained and must be at least six months old.
11.1 Whilst Polurrian Bay Hotel makes every effort to ensure the accuracy of the property descriptions, descriptions are inevitably subjective and are for guidance only. If there are points of particular importance, please contact Polurrian Bay Hotel to clarify information.
11.2 Whilst Polurrian Bay Hotel has taken all reasonable steps to ensure that the information contained in its brochures, websites, tariffs, leaflets, advertisements and any other form of promotional material are accurate, Polurrian Bay Hotel reserves the right to alter, substitute or withdraw any service, facilities or amenity.
11.3 If, due to reasons beyond the control of Polurrian Bay Hotel, a facility has to close, Polurrian Bay Hotel will endeavour to re-open it as soon as possible.
12.1 Polurrian Bay Hotel cannot accept responsibility for any material loss, damage, additional expense or inconvenience directly or indirectly caused by or arising out of the property and its plumbing, gas, electrical or otherwise, or exceptional weather.
12.2 No responsibility is accepted for loss or damage of property, vehicles or vehicle contents belonging to the Hirer or any member of the party during the occupancy.
12.3 If, due to reasons beyond the control of Polurrian Bay Hotel, the accommodation is not available whatsoever, Polurrian Bay Hotel will refund the deposit, but Polurrian Bay Hotel will be under no further liability towards you.
13.1 If in the opinion of the Hirer there are grounds for complaint, it is the duty of the Hirer to take it up with Polurrian Bay Hotel immediately or during occupancy to allow remedial action to be taken. The Hirer should contact reception on 01326 240421.
13.2 It is specifically agreed that failure by the Hirer to notify Polurrian Bay Hotel of any complaint in accordance with the timescale set out in clause 13.1 will entitle Polurrian Bay Hotel to refuse to entertain the complaint, irrespective of its merits.
13.3 Polurrian Bay Hotel is a member of Visit Cornwall and adheres to its code of practice.
The failure of Polurrian Bay Hotel to enforce or exercise, at any time, or for any period of time, any term of, or any right pursuant to this agreement does not constitute and shall not be construed as a waiver of such term or right.
15. Legal provisions
15.1 The law of England governs the construction, and performance of this Agreement and the parties submit to the jurisdiction of the English Courts.
15.2 Clause headings are for convenience only and do not form part of or affect the interpretation of the Agreement.
16. Use of resort/hotel facilities
Guests staying in the Villa properties have complimentary use of the hotel grounds, including use of the tennis court, gardens, access to Polurrian Beach, the outdoor pool (operated seasonally), the indoor pool and hot tub, and the public areas of the hotel, including the Vista Lounge, Snug and Blue Room, during the normal operating hours of the hotel. Services in the bar, restaurant, spa or crèche should be pre-booked. The hotel is happy to offer secure credit facilities with a credit card authorisation, but items will need to be signed for and paid for in full on departure. The Hirer accepts ultimate responsibility for any additional charges incurred by members of the party, including damages. If the hotel has an exclusive hire arrangement in place in the hotel, the Hirer will be notified of the restricted access.