Old Parsonage Hotel - Terms & Conditions
1) Cancellation & Amendments Policy
Please be aware that the Old Parsonage Hotel has a 48 hour cancellation policy; reservations must be cancelled by 3pm GMT two days prior to your arrival, in order to avoid a cancellation charge. Amendments can be made up to 48 hours prior to arrival. Additional nights will be offered at the best available rate at the time of amendment. Rooms booked on a two night minimum stay cannot be amended to a single night stay.
2) Valid Credit Cards Only
All reservations must be guaranteed by a valid credit card at the time of booking. The Old Parsonage Hotel reserves the right to either charge or pre-authorise the provided credit cards up to the full reservation amount at point of reservation. Non-valid credit cards will result in automatic cancellation of the reservation. The Old Parsonage Hotel also reserves the right to collect, through pre-authorisation, at least £200 per room as deposit for incidentals or damage.
3) What Is Pre-Authorisation?
To adhere to proper card acceptance and validation norms defined by credit card associations, all hotels are required to pre-authorise, or separately charge, all provided credit cards. A pre-authorisation will place the pre-authorised amount in a holding-state and temporarily reduce one’s credit card limit, but it is NOT a transaction charge and will not be reflected in one’s credit card statement. Depending of one’s credit card bank’s set up, the pre-authorised amount will drop off typically after 7 days.
For assurance, Guests whose credit cards have been pre-authorised are encouraged to check with their respective credit card bank to:
– confirm the above understanding of pre-authorisation;
– confirm that a pre-authorisation, and NOT a charge, has been performed;
– affirm the pre-authorisation amount and when it will drop off as scheduled.
Important points regarding pre-Authorisation:
-We only accept credit cards for pre-authorisation.
-Should your stay be pre-paid, or is being settled by third party, we swipe your credit card at check in to ensure you have enough funds to settle any additional charges and we hold this amount throughout your stay. The amount we check for will depend on the length of your stay, however the member of staff checking you in will explain this process clearly should you wish.
-No money is taken from your credit card but it will show as a ‘Pending Transaction’.
-The authorisation of your card will last the length of your stay and it will take up to 7 days after your departure to be released.
-You can use a different card to pay your final bill.
If you have any questions about pre-authorisation please ask a member of our front of house team.
4) Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Our full privacy notice can be found here.
5) Prices & Rates
Room rates shown on the Old Parsonage Hotel website are per room, per night and include Value Added Tax (VAT) at the prevailing rate.
6) Check-in & Check-out
Guaranteed check-in time is any time from 3pm, and check-out is at 11am.
7) Late Departures
If you would like to stay in your room after 11am then late departures may be arranged at the hotels discretion, dependent upon room availability. Please contact reception at your earliest convenience should you wish to arrange this.
8) Security/Identity Check
During check in, in the interests of security & to prevent fraud, guests may be required to confirm their identity by providing their passport/identity card/driving licence. 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 their passport/identity card and details of their next destination.
9) Children Under 16
All Children under 16 staying at the hotel are to be accompanied by an adult & supervised by an adult at all times.
The Old Parsonage Hotel reserves the right to charge your credit or debit card for any damage done to your room during your stay or for any items that are missing when you leave.
11) Pets Policy
We welcome guide dogs, however other pets are not allowed inside the Old Parsonage Hotel.
12) Smoking Policy
The Old Parsonage Hotel is 100% smoke-free. Smoking is not permitted in any part of the hotel. Should it be brought to our attention that smoking has taken place, a cleaning fee of £500 will be assessed.
13) Code Of Conduct
Guests are requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Old Parsonage Hotel, or cause offence to other guests or our members of staff. The Old Parsonage Hotel reserves 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.
14) Oxford Alumni Discount
Sunday to Thursday Oxford Alumni Card-holders benefit from a 10% discount off the best available rate for accommodation. No discounts are available Friday and Saturday nights, instead alumni will be offered the best available rate at the time of booking. The discount only applies to the room in which the alumni member is staying. Discounts are available on a room-only basis (food and drink is not included). Alumni discounts are only applicable to bookings made directly with the hotel by telephone or email so please provide your alumni number at the time of booking.