Terms And Conditions

Our bookings terms and conditions.

Our Terms and Conditions

Introduction

These are the terms and conditions that apply when you make a booking with Cober Hill.

When you confirm your booking by making a payment, you accept these terms and conditions.

We reserve the right to amend these terms and conditions at any time and you should therefore check them each time you make a reservation.

Digital channels through which you may book your visit at Cober Hill, including but not limited to booking.com, may have their own subsidiary terms and conditions and these are available on the relevant channel. These apply in conjunction with the terms and conditions laid out below.

Direct Bookings

You can make a direct booking with Cober Hill online via our website, online through digital channels or by calling our bookings team.

Full payment is taken at the time of booking and your confirmation will be sent by email. We cannot cancel or offer any refunds for confirmed bookings and advise guests to purchase travel insurance.

Please check that the details of your booking are complete and accurate before you confirm your booking. We will not be liable for any delay or non-performance if you provide us with incorrect information.

We will confirm your booking by sending you an email to the email address that you provide during the booking process. The contract between us for the provision of your room and any additional services added to your reservation will be formed when we send this email confirmation to you.

You are welcome to check in from 3pm on the day of your arrival and we ask that you depart by 10.30am on your final morning with us.

Our breakfast buffet is served at 8.30am. Please advise us if you have any dietary needs. Whilst we strive to cater for vegans, vegetarians and those with special diets, guests should be aware that all food is prepared in the same kitchen where allergens are present. Whilst we take every care during the preparation process, we cannot guarantee that foods are allergen free.

To help you enjoy the peace and tranquillity of Cober Hill, we do not provide televisions in our bedrooms. There is, however, free Wi-Fi throughout Cober Hill so you are welcome to bring a device on which you can stream or watch live TV.

If you think that there is a mistake in your booking or if you require any changes to a confirmed booking, please contact us within 48 hours of making your reservation to discuss this. You can do this by emailing receptiondesk@coberhill.co.uk or calling 01723 870310.

Group bookings

3a. Making your booking

If you wish to enquire about a group booking (5 or more rooms), please contact our booking team on 01723 870310 or email receptiondesk@coberhill.co.uk.

When you make an enquiry, our bookings team will advise you as to our availability and arrange a quotation that matches your needs.

Your group booking remains provisional until we receive your reservation fee.

3b. Payments

The reservation fee is £200 for 5-30 rooms and £400 for 31 or more rooms. This reservation fee secures your booking. If we do not receive your reservation fee within 28 days, your provisional booking may be cancelled.

As soon as we receive your reservation fee, we will confirm your booking and issue an invoice for the remainder of your deposit, which is 50% of the total cost of your booking, minus your received reservation fee. This is payable six months prior to arrival.

The remaining 50% of your booking total is payable prior to departure (excluding school groups where payment is due within 30 days of departure).

We cannot make any adjustments to your total booking cost if your group (or any member of it) is temporarily absent, arrives late, departs early or misses any meals.

3c. Cancellations

Deposits are non-refundable and non-transferable. If you cancel your booking at least 30 days prior to arrival, you are liable for no further payment. If you cancel your booking within 30 days of arrival, you are liable for the full cost of the booking.

These terms are applicable to each member of your group and as group organiser, we ask you to share this information with them.

You are welcome to find a replacement guest for any cancelling party and we do not charge any administration fees for changing the name(s) on your booking. You must, however, notify us of any changes.

We advise each guest to take out a travel insurance policy which covers them for this liability.

Cancellations must be notified to us in writing.

3d. Information sharing

We appreciate the time that group leaders invest in co-ordinating group bookings and we aim to offer support and guidance.

Together, we will build a portfolio of information that will help to ensure you booking is as smooth as possible.

Eight weeks prior to arrival, we will ask you to confirm your group numbers and the names of participants. We will share a rooming sheet for you to allocate bedrooms to your group members. We will also ask you to share with us how you would like your group’s shared spaces prepared for your arrival and collate any dietary requirements and submit those to us. Whilst we strive to cater for vegans, vegetarians and those with special diets, guests should be aware that all food is prepared in the same kitchen where allergens are present. Whilst we take every care during the preparation process, we cannot guarantee that foods are allergen free.

Four weeks prior to arrival, we will share the menu for your first night (if you have booked evening meals) and we ask you to collate each guest’s choices and share those with us.

Timely sharing of information enables us to meet your needs and ensure you have a successful time at Cober Hill.

3e. Information for you

Breakfast is served at 8.30am. Where part of your booking, lunch is served at 1pm and our evening meals are served at 6.30pm.

Check in is from 3pm and departure is by 10.30am. Upon request, we are able to change these times. The bookings team will be able to advise you as to the cost implication of doing so.

Alcohol

We ask that guests either purchase alcohol from the bar, where we stock a range of competitively-priced beers, wines and spirits, including locally sourced beers, ciders, gins and vodkas; or support us by paying corkage when consuming alcohol in our shared spaces.

You are welcome to make this payment at reception or ask the dining room team to charge this to your room.

Cober Hill operates a Challenge 25 policy.

Smoking

All of our buildings, gardens and grounds are smoke and vape free. We kindly ask guests to leave our grounds before smoking or vaping.

Dogs

We are proud to be dog-friendly and we love to welcome your four-legged family members to Cober Hill.

Your dog
• Must be fully house trained (no puppies under 6 months).
• Must be kept on a lead when in the grounds or in shared areas of Cober Hill.
• Must not be aggressive or loud.
• Should not be left unattended in your room if it barks or is destructive.
• Is not allowed in any food preparation areas, dining rooms or public toilets. By prior arrangement, we can arrange a dog friendly dining space.
• May sit with you in one of our lounges.

You
• Are responsible for cleaning up after your dog.
• Must display the sign given to you at check in to show our team that your dog is staying with you.
• Are responsible for all property damage and/or personal injuries resulting from your dog. We understand that sometimes accidents happen, and we reserve the right to charge you for professional carpet and/or furniture cleaning if necessary, and/or for the extra staff cost of deep-cleaning your room on departure.
• Pay our dog charge of £20 per room, which covers up to 2 dogs sharing your room with you for the entirety of your stay.

Accessibility

Whilst Cober Hill is located on a mixed-level site, we do have rooms which are specially adapted for customers with access needs.

Special requests

Whilst we try to accommodate special requests, all rooms are subject to availability.

Meals

All bookings include breakfast in the room price. Evening meals and lunches (including packed lunches) can be added to your booking, subject to availability, when you request these at least 48 hours prior to your arrival.

General

We reserve the right to:

change your room allocation at any point during your stay for any reason; or

cancel any booking(s) due to health and safety concerns or full or partial closure of Cober Hill. In the event we have to cancel your booking(s) we will notify you to arrange a refund.

Your information

We keep your personal data safe and secure.

If you are booking a themed break, led by a visiting tutor, we share your name, email address and phone number to enable them to share pre-arrival information with you.

Full details about how we use your data are set out in our privacy policy: https://coberhill.co.uk/privacy-policy-2/.

Similar to other commercial websites, this website utilises a standard technology called cookies and web server logs to collect information about how the website and/or the System is used and how to improve them. Further details can be found in our Cookie Notice. By providing information about you and your booking group (as outlined in the Privacy Notice) when making a reservation, you consent (on your behalf and on behalf of each member of your group) to such processing and you warrant that all information provided by you is accurate.

The contract

This contract formed when we confirm your reservation is between you and us. No other person shall have any rights to enforce any of its terms, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise.

Your rights

You have certain rights under consumer protection legislation. Nothing in these terms and conditions is intended to affect those rights.

Our liability

We accept liability for death and personal injury arising from our negligence or that of our employees and agents. We do not seek to exclude our liability for fraudulent misrepresentation by us or our employees or agents.

We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control.

If we breach these terms and conditions for reasons within our control we shall only be liable for losses that are direct losses and a reasonably foreseeable consequence of such breach.

Save as prohibited by applicable law, we shall not be liable whether in contract, tort (including negligence) or for breach of statutory duty, or in any other way, for any indirect or consequential losses including:

loss of income, sales or revenue;

loss of business;
business interruption;
loss of profits or contracts;
loss of anticipated savings;
loss of data;
loss of reputation and/or goodwill; or
wasted management or office time.

Where we are liable to you (save as prohibited by applicable law) our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall in no event exceed the price of your reservation unless the Hotel Proprietor’s Act 1956 applies, in which case our liability will be limited to the maximum prescribed under that Act.

Applicable law

These terms and conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by and construed in accordance with English law.

If you are a consumer, you and we both agree that the courts of England and Wales will have non-exclusive jurisdiction over any claim arising from, or related to, your reservation and/or stay at Cober Hill. We retain the right to bring proceedings against you for breach of these terms and conditions in your country of residence or any other relevant country. If you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland.

If you are making a business reservation, you and we agree that the courts of England and Wales will have exclusive jurisdiction over any claim arising from, or related to your reservation and/or stay at Cober Hill.

Severability

If any part of these terms and conditions is deemed invalid, illegal or for any reason unenforceable then that part will be deemed deleted and will not affect the validity and enforceability of the remaining parts. Any failure by us to enforce our rights or remedies under these terms and conditions or otherwise shall not be construed as a waiver by us of those or any other rights or remedies.

All rights not expressly granted in these terms and conditions are reserved.