Terms & Conditions

At the time of booking, or at check-in, we will take your credit/debit card details and you authorise the use of this card for any sums that become owing to us. We shall also have the right to require full payment in advance or a deposit at the time of booking, in certain circumstances, or, if the booking includes the supply of certain items or services. No booking shall be treated as confirmed until the details and/or payment/deposit described in this paragraph have been provided.

The prices displayed on the website are an average per night per room until a rate is selected. Any meals, service or VAT (at the prevailing rate) are included only if specified. A minimum length of stay, deposit, cancellation charge and other conditions may apply to certain rates, as specified. Once a rate is selected on the website, the total for your requested stay shall be displayed on the reservation summary. Prices shall be charged in the local currency of the Hotel and any currency conversion facility is provided as an approximation tool only.

The VAT breakdown shown is indicative based on the prevailing rate of VAT, and the expected VAT treatment of the goods or services. VAT will be payable at the prevailing rate applicable at the point of the invoice or booking confirmation issued and may change depending on the actual rate and the VAT treatment of the goods and services purchased at that date. Price lists for additional items, such as restaurant meals and room service, are on display at relevant locations within the Hotel and are available on request.

In the interests of security and to prevent fraud, at the time of check-in, guests may be required to confirm their identity by providing their booking reference, their passport/identity card/driving licence and a valid credit or debit card. If guests are travelling from outside the UK, Ireland or any country in the Commonwealth we are also obliged by law to require guests to provide the number and place of issue of your passport/identity card and details of your next destination. These records will be kept for at least 12 months and may be disclosed or made available for inspection by any police officer or as otherwise required by applicable law in connection with the prevention or investigation of crime. The information above may be requested for each member of your party over the age of 16 and we reserve the right to refuse entry to persons who cannot provide the information set out above. Unless otherwise stated on the booking confirmation, guests may check-in at any time from 15:00 hours local time on the scheduled day of arrival. All rooms that have been secured by credit/debit card or prepaid at the time of booking will be held until 23:59 hours local time on the scheduled day of arrival unless otherwise agreed directly with the Hotel. Any non-secured reservation will be held until 18:00 hours local time on the day of arrival, at which time we will be entitled to re-let the room, unless the guest has notified the hotel of a late arrival. On the day of departure, we kindly ask all guests to vacate their rooms by 11:00 hours (unless a later departure is stated as part of your booking). Late check-out after this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the Hotel. Rooms are subject to maximum occupancy rules set by the Hotel. If you would like further details, please contact the Hotel at reception@therelaishenley.com.

We accept the following methods of payment:

(a) credit cards: American Express, Visa, MasterCard
(b) debit cards: Visa, Mastercard, Maestro
(c) all of the above via Apple Pay

PLEASE NOTE WE ARE A CASHLESS ESTABLISHMENT

At the time of check-in, we will authorise the accommodation charges (room rate, VAT and any service charge) and anticipated incidentals for the duration of your stay against your credit/debit card. We may also choose to accept a deposit in place of payment card authorisation by another valid form of payment. During your stay the Hotel’s system will calculate the incidentals charged to your room on a daily basis. If the cost of those incidentals exceeds the authorisation taken on check-in, further authorisation will automatically be requested and if such authorisation is not available, we may request another method of settlement or a deposit to be provided, failing which we reserve the right to restrict access to your room. All outstanding charges must be paid for in full on check-out from the Hotel. If the outstanding charges do not exceed the authorisation taken on check-in, the authorisation for the amount not utilised will be released, however, we cannot control how long it takes for your bank to affect such release. If staying for multiple nights at the Hotel we may require you to make payment for any outstanding charges on a more frequent basis during your stay.

The cancellation policy varies according to the rate that is booked. Please refer to the individual full rate descriptions given at booking. For rates marked as “Flexible”, these are cancellable without charge up to 18:00 hours local time on the day prior to arrival. Cancellation and non-arrival charges apply after the relevant time and will be charged to the credit/debit card supplied at the time of booking. We reserve the right to charge for one night’s accommodation per room booked if the above cancellation requirements are not met. For any prepaid rates, we require full prepayment for the entire stay at the time of the booking and this is non-refundable and the booking non-changeable. Prepayment is charged to the credit/debit card supplied at the time of the booking. Cancellation or non-arrival will result in the forfeiture of the prepayment.

Very occasionally we may need to cancel your booking. In such circumstances you will be given a full refund, but we shall have no further liability to you arising out of such cancellation. We will, however, use reasonable endeavours to try and re-locate any confirmed booking cancelled by us to an alternative location similar in standard to the Hotel.

We reserve the right and you hereby authorise us to charge your credit or debit card for any damage incurred to your room or the Hotel during your stay (including without limitation specialist cleaning) or for any items that are missing when you leave.

Dependent on your individual needs, the hotel has two accessible rooms located at ground level. Please contact the hotel at reception@therelaishenley.com to discuss specific individual requirements and the availability of appropriate accommodation, and we will do our utmost to accommodate your needs. More details can be found on our Accessibility Policy page on our website.

The hotel does not have its own car park. If you require assistance parking your vehicle in one of the public car parks in the town, please contact the hotel at reception@therelaishenley.com and we will do our utmost to assist you. Cars and their contents are left at the owner’s/customer’s own risk. We do not accept responsibility for any loss or damage caused to vehicles parked in off-site car parks.

Please be aware that at certain times throughout the year the hotel may host weddings, events and parties, which you may feel would be an intrusion on your break. Please contact the Hotel directly in advance of your stay for further information.

Guests are requested to conduct themselves appropriately at all times and to comply with Hotel procedures and/or requests with regard to conduct and respect for the property of the Hotel, its employees and guests and their health and safety. Guests are requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Hotel, or cause offence to other guests or our members of staff. We reserve the right to refuse accommodation or services or remove you and members of your party from the Hotel if, in our reasonable opinion, we consider this provision to have been breached. Where this is the case, we shall have no obligation to refund you for lost accommodation, other services or any other loss or expense incurred.

Guests are not permitted to smoke in rooms or public areas.

Children aged 12 or under can stay free of charge when sharing a room with a full-paying adult. All persons under 18 years of age staying at the Hotel must be accompanied and supervised by a responsible adult at all times. Cots and extra beds are available in our larger rooms, however, these are limited and subject to availability. Additional charges may apply. Please check at the time of booking.

The concierge desk at the Hotel will be able to assist you in arranging babysitting services with a local babysitting agency. Your contract will be direct with the babysitting agency and not with the Hotel.

Guide dogs and service dogs are accepted with prior arrangement, and other dogs may be accepted at the Hotel’s discretion. Please contact the hotel at reception@therelaishenley.com and we will do our utmost to assist you.

All personal information stored and used by us is done so in accordance with our Privacy Policy.

The Hotel accepts no liability and will not pay any compensation where the performance of its obligations is prevented or affected directly or indirectly by or as a result of force majeure or any circumstances beyond its reasonable control including, but not limited to, fire, flood, earthquake, extreme adverse weather conditions, natural disasters, pandemics, epidemics, other acts of God, acts of terrorism, fire or failure of electric power, gas, water, or other utility service, plant machinery, computers, vehicles or any collapse of building structures.

The Hotel will not be responsible for the loss or damage of any property left in or sent to the Hotel unless this has been expressly presented for custody in the Hotel’s safe (with a receipt provided) and only to the extent required under the Hotel Proprietors Act 1956 and the London Local Authorities Act 2004 (a copy of the notice under such acts is displayed in the reception of the Hotel) or any other applicable law. The Hotel will not be liable for any indirect, consequential or pure economic loss or any loss of profit, goodwill or opportunity (whether caused by the negligence of the Hotel, its employees, contractor or agents or otherwise). The Hotel’s total liability shall not exceed the value of the charges received by it under the Contract. Nothing contained in the Contract or in any other document referred to or incorporated in it shall be read or construed as excluding any liability for death or personal injury caused by the Hotel’s negligence or liability for fraud or fraudulent misrepresentation.

The Contract and any non-contractual obligations arising in connection with it are governed by English law. The English courts have exclusive jurisdiction to determine any dispute arising in connection with the Contract, including disputes relating to any non-contractual obligations. Each party irrevocably waives any objection which it may now or later have to proceedings being brought in the English courts (on the grounds that the English courts are not a convenient forum or otherwise).

While all reasonable efforts have been taken to ensure the accuracy of information on the Website, the Hotel does not accept responsibility for errors or omissions and reserves the right to amend, cancel or vary any of the content featured on the Websites without notice. Please note that in certain circumstances, generic photographic images have been used to represent the general style of a particular product. The Websites are operated by the Hotel. The content of the Websites is the copyright of the Hotel, and may not be copied, reproduced, published, distributed or amended for any other purpose without our prior written consent. Trademarks used on the Website are the property of the respective owners. Hyperlinks to third-party websites are provided for your convenience. We cannot accept responsibility for the content or use of third-party sites.

Date Created: 01 March 2021
Last Amended: 01 March 2021

THE SALON AT THE RELAIS - TERMS & CONDITIONS OF MEMBERSHIP

APRIL 2022

These terms and conditions (the “Terms and Conditions”) govern membership of The Salon at The Relais (“The Salon”). Members should read the terms and conditions prior to submitting an application. The terms and conditions should be read in conjunction with the Membership Rules for The Salon (“The Membership Rules”). By submitting an application and taking up a membership with The Salon, Members are deemed to have read and accepted these Terms and Conditions and the Membership Rules.

These terms and conditions provide information about The Salon, The Salon Rules, services provided, application process, how our agreement may be changed or cancelled, and the process for reporting any other issues or information.

1. CONTACT DETAILS

The Salon is located at The Relais Henley, Hart Street, Henley on Thames, Oxon RG9 2AR – The Relais Henley is the trading name for The Red Lion Hotel (Henley) Limited, registered in England & Wales under company no 06200980

1.1 You can contact The Salon team by emailing us at salon@therelaisretreats.com.

1.2. Should we need to contact you, we will do so by telephone or by writing to you at the email address and/or postal address you provided to us in your application form. For the purposes of these terms and conditions, ‘writing’ includes email communication.

2. MEMBERSHIP APPLICATION PROCESS

2.1. Applications for membership to The Salon will be by invitation only and must be made on the appropriate form and submitted to the Membership Manager at salon@therelaisretreats.com.

2.2 As part of the application process you will be asked for your name, address, and full contact details. Failure to provide accurate and complete information may result in your application for The Salon being declined. Notwithstanding the above, The Salon shall have sole discretion in declining or accepting any applications for membership.

2.3 If your application is accepted, you will be advised in writing (email or postal) and the date of joining confirmed. You will then be entitled to member privileges, including use of The Salon's facilities, and you will be expected to comply with the Membership Rules (see separate document).

2.4 If your application is declined, we will inform you as soon as possible and no membership charge will be made.

2.5 By applying for membership, you agree that the information you have provided is correct, and that you will only use The Salon for the purposes outlined in the Membership Rules.

2.6 Membership is for an individual and may not be transferred to a third party, either permanently or temporarily without prior permission in writing from The Salon. If any such permission is granted, we reserve the right to charge an administration fee.

 

3. MEMBERSHIP

3.1 Membership of The Salon is by invitation only. Please refer to the Membership Rules for further information.

3.2 The minimum age for membership is 18.

3.3 The Membership Committee reserves the right to refuse any application and also reserves the right to expel any member or terminate their membership at their discretion.

3.4 Your membership joining date (the “Joining Date”) is the date on which your application is accepted.

4. MEMBERSHIP FEES

4.1 Membership fees are payable on acceptance of your application, and are payable annually in advance. Invoices for receipt of payment will be issued.

4.2 You may request to pay the annual fee by standing order by contacting the Membership Manager, however you will be required to commit to a 12-month membership.

4.3 Annual renewal for membership is 1st January. If you join after that date, your membership fee will be charged pro-rata.

4.4 The subscription rates for membership shall be determined annually by the Membership Committee and communicated to members accordingly.

4.5 The Membership Committee may change the fees at any time and we will advise you of any changes by giving you at least 30 days' notice in writing. If you do not wish to pay the higher membership fee, you can cancel your membership because of this increase, you may do so by giving us notice at any time before the increase in membership fees comes into force.

4.6 You will be advised of renewal dates and any membership fee increases in advance of your renewal date.

4.7 Your membership fees will be payable whilst your membership continues regardless of whether or how much you use The Salon facilities.

4.8 We will contact you one month before your membership is due for renewal and you may opt to automatically renew your membership at that time.

4.9 Membership fees are quoted exclusive of VAT. If the VAT rate changes whilst you are a member, we will adjust the rate of VAT that you pay, and this will result in a change to your membership fees.

5. YOUR RIGHTS TO END OR CANCEL YOUR MEMBERSHIP

5.1 Where you have a good reason (eg illness, relocation) for ending the agreement of your membership, you may end this by giving not less than 30 days' written notice at any time.

5.2 If you do not have a good reason, if we consider in our sole discretion, to end the agreement, we reserve the right to charge a termination fee. In such cases we will advise you of our intention to do so.

5.3 You have the right to cancel your membership within 14 days of your Joining Date without giving a reason. Should you wish to cancel your membership within this period, please inform us as soon as possible by telephone on +44 (0)7864 011188 or by email to salon@therelaisretreats.com, providing

your full contact details. You may also contact us by mail at The Salon at The Relais Henley, Hart Street, Henley on Thames, Oxon RG9 2AR.

5.4 Cancellations made within the 14-day cooling off period will be refunded in full, however we reserve the right to make a reasonable deduction to reflect any use of The Salon during this period. The deduction will be the equivalent of our standard daily rate for every time you have used The Salon.

6. OUR RIGHTS TO TERMINATE OR CANCEL YOUR MEMBERSHIP

6.1. We reserve the right to terminate your membership contract immediately if you break any of the Membership Rules or of the Terms and Conditions.

6.2 We may terminate the agreement and your membership immediately at any time by giving you notice in writing if you commit a serious breach of any provision of The Membership Rules and these terms, including, but not limited to, the clause regarding Code of Conduct for members.

6.3 We also reserve the right to terminate the agreement immediately if you fail to make payment for membership as outlined in these Terms and Conditions, or default in any payment of fees, costs, and/or monthly dues payable pursuant to these Terms and Conditions and/or the Membership Rules.

6.4 We may terminate the agreement should The Salon have to close or is unable to provide the necessary services and facilities to members under circumstances we did not plan or foresee.

6.5 If The Salon closes for business or operational reasons, we shall end the agreement by giving at least 30 days' notice in writing and refunding any fees related to the period after closure of The Salon.

6.6 Any Member who:

6.6.1 has died or has become or becomes of unsound mind; or

6.6.2 is insolvent or has been adjudicated a bankrupt;

 

shall cease to be a Member from the date of occurrence of the above-mentioned event. In no circumstances, unless the Salon otherwise agrees in writing, shall the said Member’s membership pass to any heirs, spouses or assigns.

7. CODE OF CONDUCT

7.1 You will be expected to act respectfully to other members, guests and staff whilst using The Salon and its associated facilities.

7.2 You agree that you will abide by such reasonable additional rules specific to The Salon as may be displayed from time to time, and to any additional instructions as may be reasonably specified by staff at The Salon.

7.3 You will ensure that any guests which you bring to The Salon comply with the same rules.

7.4 We reserve the right to remove you or your guests from The Salon’s premises at any time if we reasonably believe that you are in breach of these terms or The Membership Rules.

7.5 If you are removed from The Salon’s premises, any guests you have introduced must also leave at the same time as you.

7.6 You must respect The Membership Rules regarding use of mobile phones and noise must be kept to an appropriate level.

7.7 No photography or media recording is permitted.

7.8 Chatham House Rules will apply for all events at The Salon and you must adhere to these Terms and Conditions and the Membership Rules regarding any media content. “When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed.”

7.9 Any verbal or physical abuse or unacceptable behaviour by you, or any of your guests, will not be tolerated and will result in removal from The Salon and membership being cancelled.

7.10 You are not permitted to bring your own food or drink to any area of The Salon and its surrounding areas.

7.11 If you or any of your guests are believed to be heavily under the influence of alcohol, or any other substances, we reserve the right to ask you to leave The Salon and your membership may be cancelled.

7.12 You are not permitted to smoke in or about The Salon’s premises (including e-cigarettes) other than in any designated smoking areas of The Relais Henley’s premises.

7.13 You are not permitted to bring any weapons or other dangerous or hazardous substances or materials on to any part of The Salon’s premises.

7.14 You are obliged to notify us immediately if there is any person in or about The Salon’s premises that you suspect is not a member, guest or staff of The Salon, or who is not abiding by The Salon Rules or any other general rules of conduct.

8. GUESTS

8.1 You are permitted to bring 1 guest to The Salon for meetings, subject to space availability and wherever possible, with advance notification. Guests must sign in with Reception on arrival and may be asked to produce identification.

8.2 Guests are expected to comply with all the Membership Rules and these Terms and Conditions, otherwise we reserve the right to refuse them admittance or to ask them to leave The Salon.

8.3 No children under the age of 18 are permitted in The Salon during member’s hours.

8.4 The Member shall be responsible for their guest, and it shall be the Member’s responsibility to ensure that the guest is familiar with the Membership Rules and these Terms and Conditions. The Member shall be fully responsible for all acts, damage to The Salon’s property, costs, expenses, debts and liabilities incurred by the Salon, where such guests are responsible for the same, and shall indemnify The Salon against any claims, proceedings or actions, including legal costs on a full indemnity basis, made by such guests against the Salon in respect of any matter whatsoever without prejudice to any remedies that the Salon may have against such guests.

 

9. DRESS CODE

9.1 The Salon has a business casual dress code. You, and any guests you bring to The Salon, are expected to respect the dress code at all times, unless otherwise specified for an event.

10. ADDITIONAL CHARGES

10.1 You will be required to pay separately for any additional charges incurred whilst using The Salon facilities.

10.2 We may charge a deposit for use of certain equipment at The Salon and we will notify you of the deposit in advance. If you fail to pay the deposit, then you will not be permitted to use the relevant equipment.

10.3 If the equipment is damaged or destroyed by you or your guests (if applicable), we shall be entitled to retain the deposit to remedy, repair or replace the equipment and it shall not be refundable to you.

10.4 If you or your guests damage or destroy any other equipment or furniture at The Salon, we are entitled to charge you for the cost of repairing or replacing the equipment (at our option). This may include retaining any deposit for use of the equipment, if applicable. Equipment or furniture should not be moved from its designated area.

11. OUR RIGHTS TO MAKE CHANGES

11.1 We may make changes to The Salon's facilities and equipment at our discretion from time to time. Where that change is material, such as permanently ceasing to provide an important facility we previously provided (for example the use of The Salon rooms), we will give you at least 30 days’ written notice of the change. Upgrading works to The Salon’s facilities or premises does not constitute a material change for the purposes of these terms.

11.2 We may make any other changes to these terms at any time and we will give you 30 days' written notice of any changes to these terms. Such changes may include the format of The Salon, updating the terms in order to make them clearer or easier to understand, or to reflect any changes in law.

12. OUR RESPONSIBILITY FOR LOSS OR DAMAGE SUFFERED BY YOU

12.1 We shall not be liable in any manner whatsoever, to the fullest extent permissible by law, whether by way of contract or tort or statutory duty, to any Member or their guests for any personal injury, claims, actions, demands, judgments, fines, fees, liabilities, damage, loss, costs (including legal costs), expense or inconvenience of whatever nature caused to or suffered or incurred by them or any goods or other property brought by them into the premises of the Salon however or wheresoever caused. Entry into the premises and use of the facilities shall be solely at their own risk.

12.2 Each Member shall indemnify the Salon, its agents, employees, and directors, against all liabilities, including legal costs, to the fullest extent permissible by law, which the Salon, its agents, employees, and directors may suffer as a result of or arising out of in connection with the breach by such Member or their guest of these Terms and Conditions and the Membership Rules.

12.3 We are not liable for business losses. We only supply the services for private use. If you use the services for any commercial, business or resale purpose we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.

12.4 We are not liable for valuables. We are not liable in any circumstances to damaged, lost or stolen valuables whilst you or your guests are on The Salon’s premises.

12.5 We are not liable for availability of facilities. We cannot guarantee that all facilities at The Salon will be available at all times due to maintenance issues, facility or equipment breakdowns or if The Salon is busy. We will not be liable to pay any compensation for any facility or equipment being unavailable, unless caused by our negligence.

13. HOW WE MAY USE YOUR PERSONAL INFORMATION

13.1 We will use the personal information you provide to us to:

13.1.1 provide the services associated with your membership;

13.1.2 process your payment for such services; and

13.1.3 to inform you about other products or services that we provide, but you may stop receiving these communications at any time by contacting us.

13.2 We will only give your personal information to other third parties where the law either requires or allows us to do so.

13.3 For more information about how we use your personal information, please see our Privacy Policy at https://www.therelaishenley.com/privacy-policy

14. GENERAL

14.1. We are not responsible for things outside our control. If our performance of our obligations under this agreement is affected by an event outside our control, we will not be liable to you for this.

14.2 We may transfer this agreement to someone else. We may transfer our rights and obligations under these terms to another organisation, provided that the other organisation we transfer our rights and obligations to is of broadly equal standing and reputation to us.

14.3 Nobody else has any rights under this agreement. This agreement is between you as a member and The Salon at The Relais. Other than under clause 14.2, no other person shall have any rights to enforce any of its terms.

14.4 If a court finds part of this agreement illegal, the rest will continue in force. Each of the clauses of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

14.5 Even if we delay in enforcing this agreement, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this agreement that will not mean that you do not have to do those things or prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to allow you to access The Salon, we can still require you to make the payment at a later date.

14.6 These terms are governed by the laws of England & Wales and you can bring legal proceedings in respect of the services in the Courts of England & Wales. If you live in Scotland, you can bring legal proceedings in respect of the services in either the Scottish or the English courts. If you live in Northern Ireland, you can bring legal proceedings in respect of the services in either the Northern Irish or the English courts.