Hotels4U.com Limited Booking Conditions
References to "you" and "your" in these booking conditions (the "Booking Conditions") mean and include all persons names on the booking (including anyone who is added or substituted at a later date).
These Booking Conditions form the basis of your relationship with Hotels4U.com Limited, trading as Hotels4U.com, Medhotels.com, Holidayhotels.com, Transfers4u.com and Hoteltransfer.com, (collectively referred to as "Hotels4u", "we", "us" and "our" in these conditions). Please ensure that you review all of these conditions carefully together with the general information contained on the website(s), as this constitutes the entire agreement and understanding between you and Hotels4u.com Limited.
We act as agent for accomodation and transfer providers as more fully set out below. In making a booking through us, you agree to be bound by these Booking Conditions, as well as the terms and conditions of the relevant accomodation and transfer providers.
When making a booking on the website(s) you are directly contracting with your chosen accomodation provider and/or transfer provider through Hotels4U.com
We act only as agent in respect of all your bookings made through the website(s). Hotels4U.COM LIMITED accept no liability or responsibility in relation to any contract you enter into or for any accommodation and/or transfer that you book (the "Arrangements") or for the acts or omissions of any accommodation and/or transfer provider(s) (the "Principal(s)") or other person(s) or party(ies) connected with the Arrangements. For all bookings, your contract will be with the Principal of the Arrangements concerned. The booking conditions of the Principal(s) will apply to your contract. A copy of the Principal’s booking conditions that apply to your booking will be provided to you by us upon your request.
We do not sell or offer for sale any “packages” or act as an “organiser” within the meaning of the UK Package Travel, Package Holidays and Package Tours Regulations 1992, and these Regulations do not apply to any booking you may make on the website(s).
All communications from you relating to your booking must be sent to us by email by the travel party leader (the "Party Leader" ) quoting the booking reference.
1. Your Contract
When a booking is made, the Party Leader must be authorised by each person named on the booking so that the Party Leader may act on behalf of that person, and the Party Leader must also ensure that for each named member in the booking who is under 18 at the time that the booking is made, the Party Leader has received the authority of the parent or guardian of that member for that member to named on the booking. When the Party Leader confirms a booking, the Party Leader confirms that he/she is so authorised and that we are entitled to rely on the authority of the person making the booking that the Party Leader is authorised to book on behalf of the other persons stated in the booking. The Party Leader is responsible for making all payments due to us. The Party Leader must be at least 18 years of age (or 21 years of age for any booking to Las Vegas) when the booking is made.
Once we have received your booking and all appropriate payments, we will, subject to availability, confirm the Arrangements on behalf of the applicable Principal by issuing a sales invoice. This invoice will be sent to the Party Leader or your Travel Agent by e-mail. Please check this invoice carefully as soon as you receive it. Contact us or your Travel Agent immediately if any information on the invoice or any other document appears to be incorrect or incomplete, as it may not be possible to make changes later.
As Hotels4U.COM LIMITED act only as agent, we will have no liability or responsibility for any errors in any documentation except where those errors were made by us. Subject to this, we cannot accept any liability or responsibility if we are not notified of any inaccuracy in any document within 14 days of us sending it out (5 days for tickets).
We will attempt to rectify any mistake notified to us outside these time limits, but you must pay any costs involved in doing so. The only exception to this requirement to pay costs is where the mistake in question was made by us and there is good reason why you did not tell us about it within these time limits.
A binding contract between you and the applicable Principal comes into existence when we send to the Party Leader or your Travel Agent a sales invoice on the Principal’s behalf. At that time the terms and conditions of the Principal, in addition to these Booking Conditions, will be applicable and create a binding contract.
Group Bookings: If you wish to book more than three rooms in a single transaction (a "Group Booking"), you will need to contact our Groups Team, who will make the reservation on your behalf. To cover the cost of arranging a Group Booking, we reserve the right to charge you an additional administration fee for Group Bookings. You will be told how much the fee is before you make a Group Booking, and the fee will be calculated on a booking-by-booking basis.
2. Booking through a Travel Agent
We may appoint third party Travel Agents to promote hotel and transfer arrangements on behalf of the Principal. By making a booking through an appointed Travel Agent, you agree to liaise with that agent when making payments and/or any changes to the booking. When we receive any information about your booking from the Principal, we shall pass this onto the Travel Agent to pass onto you. The agent may offer revised payment terms from those stated below. Please check carefully any revised payment terms or other applicable terms and conditions when you book.
As we act only as agent for the applicable Principal(s), all payments made by you are held by us (or your Travel Agent) on behalf of the applicable Principal and this money is not owned by Hotels4U.com Limited. When you book directly through us, your credit, debit or other payment card (your "card") will be charged immediately with the full amount of your booking unless you are given the option to pay a deposit (a "Deposit"). Deposit payments are offered on some hotels when you book more than 56 days before you are due to arrive at your accommodation. You must pay a Deposit as set out at the time of booking, which will be charged to your card immediately at the time of booking. If the value of your booking is lower than the total Deposit due, we will collect only the total booking value. In some cases we may not be able to charge your card automatically for any balance owed; in this case our Accounts department will contact you via phone or email to collect your balance. If your booking is subject to a Deposit payment, your balance will be collected automatically up to 5 days after the due date, in accordance with the terms stated above and as stated on your customer invoice. If we do not receive all payments due in full and on time, we are entitled to assume (on behalf of the Principal(s) concerned) that you wish to cancel your booking. In this case, we will retain your Deposit to cover the administration costs incurred by the Principal(s) and us for cancelling your booking. If we do not cancel because you have promised to make payment, you must pay the cancellation charges shown in Clause 6 below depending on the date we reasonably treat your booking as cancelled (on behalf of the Principal(s) concerned).
Payment for incidental extras (e.g., mini bars, telephone charges, etc.) must be made directly to the Principal before you check out. Local and/or city taxes must be paid to the Principal directly and are not included in the booking (unless otherwise stated).
If you pay for your booking using a credit card, you will be asked to pay a fee. Bookings made by debit cards like Visa electron will not incur such a fee. Bookings made direct with us by Visa Credit Card or MasterCard will incur an additional fee of 2.0% of the total booking value, bookings made by AMEX will incur an additional fee of 4.0% of the total booking value. (Other charges may be imposed by your Travel Agent).
As we act only as agent for the applicable Principal(s), we reserve the right to pass on to you in full all additional costs and charges of whatever nature imposed by the Principal(s) in accordance with its own terms and conditions. You agree to indemnify us for any such additional costs and charges.
Fraud Prevention: Please make sure you have provided all your details, including your contact telephone number(s), home address and e-mail address, accurately, as we may need to contact you to confirm your identity and payment. If we suspect fraud or are advised of suspected fraud, we reserve the right to cancel your booking without notice if we cannot confirm your transaction or identity.
If your booking is so cancelled by US, WE will have no liability to you whatsoever.
4. Special requests
If you have any special requests (for example dietary requirements, cots or room location), please advise us at the time of booking (please note that cots and other special requests may only be available at an extra charge unless otherwise expressly stated in the description of the accommodation/Arrangement in question). We will pass on all such requests to the Principal(s) of the Arrangements you have booked, but we do not and cannot guarantee that they will be met. Confirmation that a special request has been noted or passed on to the Principal(s) or the inclusion of the special request on your retail sales invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.
Furthermore, if the Principal(s) is unable to meet any such requests, neither we nor the Principal(s) will have any liability to you in this respect.
We cannot accept any booking that is specified to be conditional on the fulfilment of a particular request (a "Conditional Booking"). All Conditional Bookings will be treated as “standard” bookings subject to the above provisions on special requests.
If you or any member of your party has any medical problem or disability that may affect your booking, please tell us or your Travel Agent before you confirm your booking so that we can advise as to the suitability of the chosen Arrangements. In any event, you must give full details in writing at the time of booking. If we or the Principal reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right on behalf of the applicable Principal(s) to decline the reservation or, if full details are not given at the time of booking, cancel on behalf of the applicable Principal(s) when we become aware of these details.
5. If you wish to make changes to your booking
Should you wish to make a change to your booking after it has been confirmed, you must advise us or your Travel Agent as soon as practicable. Whilst we will try to assist you, such change requests cannot always be met. Depending on the type of change and the conditions of the Principal, the following charges may apply:
(i) Non-refundable / non-changeable rooms – unless otherwise stated, these rooms cannot be changed or cancelled. 100% charges will apply.
(ii) Name changes may not be possible in peak season and/or at late notice if the hotel is on closeout or is fully booked, so please contact us as soon as possible. Where a change can be made to amend names on a booking, we will apply an administration fee of £25 per name changed together with any charge imposed by the Principal.
(iii) All other changes, where permitted, will be subject to a charge of £25 per booking together with any charge imposed by the Principal.
(iv) Changes 7 days or less before stay commences: unless otherwise stated, Principals will not allow amendments to bookings after this point and 100% charges will apply.
If you change the number of people booked, the total price of your booking will be re-calculated for the new party size. If, for example, the party is reduced in number, this may mean that any accommodation you have booked is under-occupied and each remaining member of the party may have to pay more. If you wish to make any change to the booking while travelling or on holiday (e.g. upgrading accommodation or extending your stay), all requests are subject to availability and any extra cost must be paid immediately.
6. If you cancel your booking
If you wish to cancel a confirmed booking, you must call us as soon as possible or your Travel Agent can make the cancellation on our website. You will have to pay a cancellation charge that will vary depending on the type of booking you make. You will be informed of the cancellation charges by the Travel Agent or when you call us. You must then confirm any cancellation to us in writing. No cancellation can be processed until we receive your written confirmation.
The Standard Cancellation Charges are as follows:
(i) If cancellation is made more than 7 (seven) days before arrival at the hotel you will have to pay any applicable cancellation charge imposed by the Principal, together with our fee for administering the cancellation which is £25.
(ii) If cancellation is made 7 (seven) days or less before arrival at the hotel, you will be charged 100% of the total cost of your booking.
If the room you have booked is described as Non-Refundable, the cancellation fee will be charged at 100% of the total cost of your booking and supersedes the Standard Cancellation Charges shown above.
The Standard Cancellation Charge includes the cost of our fee which represents a combined charge for administering the cancellation of your booking and protects the revenue we anticipated to earn if your booking had not been cancelled. Please note that the Principal’s Cancellation Charge may increase the closer you get to the departure date.
If a Cancellation Policy is displayed in red during the booking process, this will override our Standard Cancellation Charges. If we do not display a Cancellation Policy during the booking process, our Standard Cancellation Charges will apply.
Where any cancellation reduces the number of full paying party members below the number upon which the price, number of free places and/or any concessions agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.
Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.
7. If we or the Principal cancel or make changes to your booking
If there is a change to or cancellation of your booking, we will provide the new details to you as soon as practical. We are agent only for the Principal and cannot accept any liability for any changes or cancellations made to your booking unless such liability is due to our own acts or omissions.
Should the Principal be unable to fulfil your Arrangements, you will have the choice of accepting an alternative offered or cancelling your Arrangements with a full refund of all monies paid. In cases where the Principal is unable to provide an alternative, we reserve the right to cancel your Arrangements with a full refund. If the Principal agrees to pay any compensation for making a chance or cancelling your Arrangements, we will pass any compensation we receive onto you.
8. Circumstances beyond our control
Except where otherwise expressly stated in these Booking Conditions, we will not accept liability or pay any compensation where the performance or prompt performance of our obligations to you is prevented or affected by, or you otherwise suffer any damage or loss as a result of, a force majeure event. In these Booking Conditions, a "force majeure event” means any event that we or the Principal(s) of the service(s) in question could not, even with due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, and all similar events outside our control.
9. Our responsibility to you
We act as agent only for the applicable Principal(s). Your contract for your Arrangements is directly with the applicable Principal(s). For all bookings, your contract will be subject to the booking conditions of the Principal (available to you from us on request) and to the relevant information contained within the Booking Conditions and general information on our website(s).
We accept no liability or responsibility in relation to the Arrangements themselves or for the acts or omissions of the applicable Principal(s). However, in the event that we are found liable on any basis whatsoever in relation to your booking or use of our website(s), our maximum liability to you if we are found to have been at fault in relation to any service we provide as agent for the applicable Principal(s) (as opposed to any service provided by the Principal(s), for which we are not responsible) is limited to twice the cost of the booking in question. We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of our employees whilst acting in the course of their employment.
10. Complaints procedure
In the unlikely event that you have any reason to complain or experience any problems with your Arrangements whilst you are travelling, you must immediately inform our appointed local agent and the Principal of the Arrangement(s) in question. Any verbal notification must be confirmed in writing and given as soon as possible to the Principal(s) and our appointed local agent. Until we know about a problem or complaint, we cannot begin to assist you to resolve it. Most problems can be dealt with if we are notified quickly. If you remain dissatisfied, however, the Party Leader to your booking should write to Hotels4U.com Limited within 28 days of the conclusion of the unsatisfactory service, providing your booking reference and full details of your complaint.
Please note that WE act only as agent for the applicable Principal(s) and therefore cannot accept any liability or responsibility for your Arrangements. Any assistance provided in resolving a complaint in relation to any Arrangements is provided on a goodwill basis and in our capacity as agent only.
When you book Arrangements through this website(s), you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the applicable Principal(s). If you fail to do so, you will be responsible for paying any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions. Principal(s) reserve the right at any time, where justified in their reasonable opinion, to terminate your stay/transfer or that of any member of your party due to your or the member’s misconduct. No refunds shall be given for any such termination. Furthermore, neither the Principal(s) nor we shall be under any obligation whatsoever to pay you any compensation or reimburse you for any costs or expenses you may incur as a result of your stay/transfer being so terminated.
12. Check-in/out and room allocation
You may be asked to provide photographic ID of the person whose name is on the booking when checking-in. Please ensure you carry this with you. After registration, on arrival at the accommodation, you will be allocated a room. When checking-in after midnight, your room will be reserved from the previous day. You must check out of your room by 11:00a.m. local time on the booking departure date, unless otherwise stated on the accommodation voucher issued by us.
Rooms sleeping up to 4 people: some hotels have rooms that sleep up to 4 people. Room layout may consist of up to 4 separate beds or a combination of double, twin, camp bed, sofa beds or rollaway beds. In some hotels, 3rd and 4th beds may only be suitable for a child. Rooms for up to 4 persons may not be any larger than twin or double rooms, so space is likely to be limited.
Please note that Egyptian and Tunisian passport holders must be legally married in order to share a double room in a hotel in Egypt or Tunisia, respectively. It is illegal to book a room for a foreign national and an Egyptian or Tunisian unless they are married. Please check with the relevant Consulate for more information. Therefore, the hotels will not accept such reservations on check-in. If there is availability, 2 single rooms will be provided at additional cost to the customers. This law does not apply to holders of non-Egyptian or non-Tunisian passports.
13. Passports, visas and health requirements
It is the Party Leader’s responsibility to ensure that all members of the party are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you.
WE cannot accept any liability if you or any member of your party are refused entry onto any transport or into any country due to failure to carry the necessary documentation.
Health Precautions: You are advised to check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel. If failure to have any necessary travel or other documents results in you being unable to use any accommodation booked, you will not be entitled to a refund.
You should take health advice about your specific needs as early as possible. Visit the NHS Travel Health website for useful information: www.nhs.uk/Livewell/TravelHealth. Other sources of information include the following websites: www.fco.gov.uk, www.hpa.org.uk, www.nathnac.org your General Practitioner or a specialist clinic.
Customers travelling to worldwide destinations are recommended to seek advice from the sources mentioned above and, where recommended, obtain vaccinations or tablets for protection. In some cases, treatments for Malaria should begin well in advance of travel. Also check any medication you are taking/prescribed is permitted in the country you are visiting.
If you are visiting a European Union (EU) country you should obtain a European Health Insurance Card (EHIC) and take it with you when you travel. The EHIC can be obtained free of charge by completing an application form available from main Post Offices and from www.dh.gov.uk/travellers. Please note that the EHIC is in addition to Travel Insurance, not instead of it.
Travel Advice: The Foreign and Commonwealth Travel Advice Unit issues and frequently updates advice for those travelling outside the UK. You are advised to check this information before you go on www.fco.gov.uk or on 0845 850 2829.
Passport & Visa: Both passport & visa regulations can change at any time and you should therefore check with a visa specialist well in advance of travel. It can often take some time to obtain a visa, so you are advised to apply in plenty of time.
Your responsibility: It is the responsibility of all passengers to ensure they have valid, acceptable passports & any required visa or any other documentation for the travel they are to undertake. Passengers without the correct documentation may be refused carriage or entry into any country.
How to contact the Passport Office: General passport enquiries should be directed to the Passport Office. Visit: www.direct.gov.uk/passports or telephone: 0300 222 0000.
How to find out about visa requirements: The Foreign and Commonwealth Travel Advice Unit provides information about visa requirements and also provides contact details for relevant Embassy’s. Visit: www.fco.gov.uk, or telephone 0845 850 2829.
14. Safety standards
It is the requirements and standards of the country in which any Arrangements are provided that apply to those Arrangements. As a general rule, these requirements and standards may not be the same as, and may sometimes be lower than, those in the country of your residence.
We consider adequate travel insurance to be essential. Please read your policy details carefully and take them with you as you travel. It is your responsibility to ensure that the insurance coverage you purchase is suitable and adequate for your particular needs. We do not check alternative insurance policies.
16. Conditions of Principal(s)
The services that make up your Arrangements are provided by independent Principal(s). Those Principal(s) provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the Principal's liability to you. The booking conditions of the Principal are available to you from us on request.
17. Excursions / Activities
We do not sell excursions or organise activities. However, in some destinations we work closely with local agencies who offer a booking service. Please be aware that when you are taking part in any excursion or activity, your contract will be with the excursion provider and will be subject to local laws, regulations and the excursion providers booking conditions. Additionally, welcome packs you receive on arrival may contain advertising literature from these local agencies. None of this implies any endorsement, approval or recommendation by us.
18. Website(s) and pricing details
The information and prices shown on the website(s) may have changed by the time you book your Arrangements. Whilst every effort is made to ensure the accuracy of the website(s) and prices at the time of printing, errors may occur. You must therefore ensure you check and confirm all details of your chosen Arrangements (including the price) with us at the time of booking.
There may be small differences between the actual accommodation and its description. Occasionally, local conditions may mean that some facilities or services become unavailable or subject to restriction. Please be aware that advertised facilities within the hotel and around the resort may not be fully functional in early and late season.
WE cannot accept liability or responsibility for any changes or closures to area amenities or attractions OR for any inaccurate, incomplete or misleading information about any accommodation or its facilities and/or services, except in the case of OUR own negligence.
The star ratings shown on the hotel descriptions are our own ratings and do not necessarily reflect any local official rating.
All images of hotel rooms on the website(s) are for representation purposes only and may not reflect the actual room you are allocated. From time to time building work and its associated noise is unavoidable. We do not control such work, and we do not always receive advance notice of when it is scheduled. However we will notify you as soon as practical if we know of building work that we believe may affect your holiday enjoyment.
19. Other websites
The website(s) may contain links to other websites not under our control or maintained by us. We are not responsible for the content of such websites. We provide these links only for your convenience and do not monitor or endorse the material on them.
We cannot accept any liability or responsibility whatsoever and howsoever arising in relation to any such other websites (including, by way of example, any inability to access or delay in accessing any such other website(s)) or in relation to any material or information appearing on them or that you may otherwise come across after leaving the website(s) by way of a hypertext link or any other means or for any services or facilities of any description that you may book through or via any such website(s).
20. Errors and Omissions
We will endeavour to correct errors and omissions as quickly as practicable after being notified of them. However, because of the sophisticated technology that operates the website(s), there may be times when obvious errors occur. For example, such errors may result in a price, product or other service detail description being incorrectly displayed on the website(s). In such cases we reserve the right to cancel the booking or offer a reasonable alternative.
21. Law and Jurisdiction
The services provided by us on behalf of the Principal(s) in accordance with these Booking Conditions will be governed and construed in accordance with the laws of England and Wales, and the Courts of England and Wales will have exclusive jurisdiction and will be the exclusive venue to determine any disputes that may arise out of, under, or in connection with these Booking Conditions.
Your contract with the Principal(s) will be governed and construed in accordance with the laws and jurisdiction set out in the booking conditions of the Principal(s). A copy of the booking conditions of the Principal(s) that apply to your booking will be provided to you by us upon your request.
22. Validity of Agreement
If any of provision of the Booking Conditions is found to be invalid by any court having competent jurisdiction, the invalidity of that provision will not affect the validity of the remaining provisions of these Booking Conditions, which shall remain in full force and effect. Failure by any Principal, Hotels4U.com Limited or you in exercising any right or remedy under these Booking Conditions does not constitute a waiver of that right or remedy.