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Terms & Conditions

Corporate Information

Registered Name: Guidezone Limited

Registered Address: 12 Upper Woburn Place, London WC1H 0HX

Registered Company No: 01690203

VAT No: 393 862 901

Place of Registration: Registered in England and Wales

Copyright Information

The Ambassadors Bloomsbury is the UK registered trademark of Guidezone Ltd

The following terms and conditions relate to all bookings made with the Company through this website.

1. The meaning of some words used in these terms and conditions

'we', 'us' or 'our' is a reference to Guidezone Ltd Registered Company No 01690203 having our registered office at 12 Upper Woburn Place, London WC1H 0HX

'you' or 'your' is a reference to the person to whom we are providing our Services and who is required to pay for the Services we provide

'Booking' means the booking of any accommodation or other services provided to you by us

'Hotel' means the hotel in respect of which your Booking is made;

'Parties' is a reference to both us and you

'Website' means our website www.ambassadors.co.uk

2. Entering into a legally binding contract

A contract between you and us will come into being once we have accepted your booking and sent you an email or any other form of communication confirming such acceptance ("Booking Confirmation").

3. Price and payment

3.1 The amount shown on our website at the time you make your booking and that is set out in our Booking Confirmation is the amount you will be charged when you check in to the Hotel. All rooms and rates offered by the Hotel are subject to availability and the discretion of the Hotel Manager. The Hotel reserves the rights to refuse any booking on reasonable grounds.

3.2 When making your booking you must give details of a current, valid credit or debit card. (Visa Debit, Visa, Mastercard, Diners and American Express)

3.3 A valid credit or debit card will be required on arrival. We reserve the right to charge on any failure to pay on your part. This card may be the same or a different one to that used when making your booking and mentioned above.

3.4 Any additional charges due to Guidezone Ltd for services provided shall be paid by the guest on presentation of an invoice.

3.5 For room reservations made using the advance purchase rate full payment will be taken at the time of booking. This payment is not refundable in the event of any amendment or cancellation.

3.6 Upon arrival, the Hotel reserves the right to request pre-authorisation of the Guest’s credit or debit card or where payment is by cash, provide cash up to an amount of 1.5 times the room rate multiplied by the number of nights booked. By providing the Hotel with credit or debit card details, the Guest authorises the Hotel to debit any charges due from that card for any unsettled amounts.

3.7 All walk in and same day booking guests must provide photographic identification on arrival regardless of their nationality and payment can be accepted by cash and a valid credit card.

3.8 All amounts stated are inclusive of VAT or local taxes, which will be added at the rate currently in force.

3.9 Guests who are aware that they will be arriving at the Hotel before 1500 should inform Reception prior to arrival. However, the Hotel cannot guarantee that guest rooms will be available at the time of arrival unless booked from the previous day or an agreed pre-allocation charge has been paid.

3.10 Children - Free accommodation is provided to children 2 years and under whilst sharing a room with adult(s). Children aged 15 years and under must be accompanied by a responsible adult Guest at all times to ensure the children’s behaviour is appropriate for other Guests within the Hotel

4. Cancellation by you

4.1 If you wish to cancel or amend your booking you must do so by sending us an email or by telephoning the hotel directly. Please note cancellations or amendments are not permitted on any ADVANCED PURCHASE bookings as a full, non-refundable deposit is taken at the time of booking.

4.2 Cancellations or amendments to your booking must be made by 1400 (GMT) 24 hours ahead of arrival to avoid a one night accommodation charge.

4.3 If you cancel or amend your Booking after 1400 (GMT) 24 hours ahead of the arrival date as set out in your Booking or do not check in to the Hotel in accordance with your booking, a one night accommodation charge will be made to the credit or debit card, details of which were given at the time of your booking.

4.4 For 5 or more bookings, Group booking conditions apply, please see terms of contract issued at time of booking.

5. Room Availability

5.1 Specific rooms cannot be guaranteed.

5.2 Reserved rooms are available to the guest from 3pm on the arrival date. Rooms must be vacated no later than 12 noon on the day of departure. Additional charges of up to 100% will be applied for later departures, unless a late check-out has been pre-arranged.

6. Guidezone Ltd

Reserves the right to modify or cancel this offer and the terms and conditions at any time in its sole discretion.

7. Cancellation by the Hotel.

The Hotel may terminate the Client’s booking if any part of the Hotel is closed due to circumstances beyond its control and refund any charges paid to the Hotel for a booking that is not used. In the unlikely event that the Hotel does not have the required number and types of rooms available as per the booking, the Hotel reserves the right to relocate the Guest to an alternative hotel of similar or higher standard in the same locality. The Guest will continue to pay the Hotel in respect of the booking. Charges for additional services at the other hotel purchased by the Guest shall be payable to that other hotel

8. Injury and loss of Property.

8.1 Guests must report any loss of or damage to their property immediately on discovery to the Hotel management or security, and shall make themselves available to assist with any reports made by the Hotel to the police.

8.2 Guests shall not enter areas of the Hotel which are indicated as being closed to the public. The Hotel shall not be responsible for death, personal injury or loss or damage to property suffered by a Guest or their guests in such areas (unless such death or personal injury is caused by the negligence of the Hotel).

8.3 Guests should ensure that their property is covered by their own insurance policy and recommend insurance to cover cancellation. The Hotel’s liability for the Guest’s property is limited to the terms of the Hotel Proprietors Act 1956.

8.4 The Hotel does not accept any responsibility for and, except for the Hotel’s liability under the Hotel Proprietors Act 1956 or loss resulting from our wilful act, the Hotel shall not be liable for loss or damage to any Client Personnel’s personal property including gifts, presents, seminar, conference, exhibition or other corporation presentation material or such other items brought by Client Personnel to the Hotel. The Hotel may, upon request, provide assistance in carrying, directing, placing, installing or setting up such property. The Hotel will not assume custody or control of such articles, which remain on the Hotel premises at the owner’s risk.

9. Liability

9.1 The Hotel shall not be liable (including for negligence) for any loss, damage, cost or expense arising out of the breach which was not reasonably foreseeable by the Hotel at the date of the booking except in respect of death or personal injury resulting from any negligent or wilful act or omission on the part of the Hotel

9.2 The Hotel will not be liable (including for negligence) for failure to perform or delay in performing to the extent that the failure is caused by any factor which is beyond its reasonable control. These circumstances include wars, riots, natural disaster, terrorist activity, governmental or regulatory action, industrial disputes, any failure of utilities and other external provider services.

9.3 The Client is responsible for any loss or damage to property where such loss or damage to property is caused by an intentional, reckless or negligent act of the Client, its Guests, employees, representatives, invitees or contractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage.

9.4 If the Client is using the Hotel in connection with any business activity or for commercial purposes (except for liability for personal injury or death arising from the Hotel’s negligence, wilful act or for fraud). In any event the Hotel’s liability (including for negligence) for each day’s room booking affected by the Hotel’s acts or omissions giving rise to liability shall not exceed the room rate applicable to the room booking for that day and in connection with other services including conference facilities affected by the Hotel’s acts or omissions giving rise to liability, shall not exceed the charge for those services

9. Contacting each other

If you wish to send us any notice or letter then it needs to be sent to 12 Upper Woburn Place, London WC1H 0HX. If we wish to send you a letter or notice we will use the address you have given in your booking.

10. Behaviour and Conduct

Reasonable behaviour is expected at all times; unreasonable behaviour will not be tolerated. Management reserves the right to cancel your booking at any time if any person or group, who in the opinion of management behaves in an objectionable manner or contravenes the company's terms and conditions and there will be no refunds made for payments already received.

11. Damage

You will be charged for any damage caused by you to any company property or any additional cleaning required as a result of your actions during your stay at the hotel.

12. Use of the Website

The use of the website is restricted to people over the age of 18. Persons under the age of 18 may not check into Ambassadors Bloomsbury unaccompanied by an adult.

14. Group Bookings

A maximum of 5 rooms may be booked online. Reservations for 5 or more rooms require prior approval from the hotel; please contact the Reservations Team: reservations@ambassadors.co.uk

15. Smoking Policy

Smoking is not permitted in the bedrooms or internal public areas of any of our hotels in accordance with current legislation. If you smoke in your bedroom you will be charged the rate of £150 per day.

16. Pet and Guide Dog Policy

Animals are not accepted unless assisting guests with disabilities in which case the animals are accommodated free of charge.

17. CCTV

In the public areas of The Ambassadors Bloomsbury and some staff areas CCTV is in operation and video recordings may be made. This activity is carried out for security and service reasons for the better management of The Ambassadors Bloomsbury and security for all its guests and staff. For further information regarding the hotel's CCTV application should be made to the General Manager.

18. Data Protection

Your personal information refers to the data obtained from you in connection with the service provided. Your privacy is important to us and we promise to respect your personal information.

Information is collected lawfully and in accordance with the Data Protection Act 1998 and we will do our best to ensure that your details are accurate and up-to-date.

We will use your personal information for the following reasons so that we can provide you with a first class service:

• To confirm, update and improve customer records

• Identify and inform you of services that may be of interest

• Analyse and develop a relationship with you

Personal information you supply us with and the information about your use of services will only be used by The Ambassadors Bloomsbury to tell you by letter, telephone or email about services that may be of interest to you. Your personal information will not be disclosed to any third party.

19. Online Security

By making your travel purchase on our online booking engine, you are protected by Secure Socket Layer (SSL) technology, utilised by most popular browsers, including Internet Explorer and Google Chrome. Through encryption, the personal information you enter, including your name, address and credit-card information, is converted into code that is then securely dispatched over the Internet.

20. General Notice

20.1 The Ambassadors Bloomsbury strives to ensure that the contents of this site are accurate and reliable. However, The Ambassadors Bloomsbury and its agents are not infallible, and errors and/or omissions may sometimes occur. Therefore, The Ambassadors Bloomsbury disclaims any warranty of any kind, whether express or implied, as to any matter whatsoever relating to this website and any links thereto and therefrom, including, without limitation, as to the merchantability, non-infringement of intellectual property, or fitness for any particular purpose.

21. The Ambassadors Bloomsbury does not warrant the accuracy, currency or completeness of the contents, including, without limitation, any information relating to prices or availability. The Ambassadors Bloomsbury will from time to time revise the contents and/or the products, services and resources described therein and reserves the right to make such changes without any obligation to notify past, current or prospective visitors of this Web site.

22. Law and jurisdiction

This contract shall be governed and construed by the law of England and you and we agree to submit to the jurisdiction of the courts of England.

Privacy Policy

Keeping your data safe

This privacy policy sets out how Guidezone uses and protects any information that you give Ambassadors Bloomsbury/Number Twelve Restaurant & Bar when you use this website.

How we use your information

We only collect, use and hold information that we need to be able to provide you with the service you are requesting.

You don’t have to give us any of this personal information but if you don’t then you may not be able to access our products and services. It would also be extremely difficult for us to be able to provide you with an optimal level of customer service.

The guide below details what information we collect and how we use it.

Your Name and Contact Details

How we use this

Why?

Getting in touch with you We may need to get in touch with you about your Hotel, Restaurant or Conference reservation or if you have requested information from us. We’ve got to do this to perform our contract with you

Sending you service messages email We do this to improve your customer experience. Also what events are happening in the Hotel.

Sending you information by email, post or telephone about our new products and services We are constantly improving our business and we like to keep you up to date. We only do this with your permission and you can opt out at any time if you change your mind

For our accounting records These details are needed for your invoice and our accounting and tax records

Your Payment and Financial Information

How we use this

Why?

Taking payments and giving refunds We have to do this to perform our contract with you. Don’t worry, we don’t keep this information

Your Passport or Proof of ID

How we use this Why?

Compliance with Hotel registration requirements Proof of identity

Your communications history with us - This includes emails, telephone calls, snail mail, instant chat and social media.

How we use this Why?

Providing customer service and support We have to do this to perform our contract with you. If you have additional needs or service requests and let us know, then we need to keep track of those to enable us to deliver on them

Training our team members We want to make sure you get the best possible customer experience. In the rare instances that we fall short of your expectations we look to learn from our errors

Customer History - This includes all reservations with us, any details relating to the Hotel and Number Twelve Restaurant & Bar and when you have requested information from us.

How we use this Why?

Selling you things We have to do this to perform our contract with you.

Finding out what you like We hope you always have a great experience with Ambassadors Bloomsbury and Number Twelve Restaurant & Bar. Your history helps us deliver more tailored communications with you so that you only see the information we think you’ll be interested in

Providing customer service and support We’ve got to do this to perform our contract with you

Information about your devices and how you use our website and app

How we use this Why?

Improving our website We always aim to make our customer online experience a good one

Protecting our website This data helps to prevent and detect fraud against you or us. We also need to meet our legal obligations about looking after your data

Your responses to competitions, promotions and surveys

How we use this Why?

Improving our customer service We can only do things better if we know what went wrong, and we can give our team members positive feedback when they go above and beyond. You are our most important asset and we constantly strive to give you the best experience

Running the promotion or competition We’ve got to do this to perform our contract with you. If we can’t use your data then you won’t be able to take advantage of that discount or win that prize.

CCTV

How we use this Why?

Preventing crime and keeping you safe It’s your basic right to feel safe and CCTV is a known deterrent to crime. Our recorded images can be used for the purposes of investigation and evidence in the unlikely event that something happens to you or your property.

HR Specific Information - This includes any data that is required if you apply to be part of the team or are employed by us. It includes, but is not limited to, National Insurance numbers, bank details, relevant qualifications, medical history and appraisal information.

How we use this Why?

Obtaining proof of your eligibility to work in the UK We have a legal obligation to check that every potential employee is eligible to work in the UK and hold records to support those checks

Reporting to HMRC We must take PAYE and NI deductions from your wages and pay and report these to HMRC

Paying you We can’t pay you if we don’t have your bank details. Don’t worry, they are all stored securely and are not used for any other purpose

Keeping you safe If you have a medical condition then it’s important we know about it so we can keep you safe at work

Helping you grow and improve Great team members are at the core of our business and we want to help you gain new skills and experiences to help you in your career. We do this through personalised feedback on both a formal and informal basis

Other ways we use your data

We regularly aggregate personal information and use it for purposes including data analysis, developing new products and services, research, testing of IT systems and improving our website and app. When the data is aggregated the detail relating to an individual is not separately identifiable.

Where appropriate our data is also anonymised so that it does not individually identify you.

Sharing your information

We do not and will never sell your personal data to a third party for the simple reason that it’s yours, not ours.

There are instances where we do need to share your data to be able to provide you with the services you are requesting or required by law. These include, but are not limited to:

• Companies which provide our payment services

• Our IT and web hosting providers

• Social media where you directly tag us or link to our products or services

We only work with companies who take the same amount of care with customer data as we do.

Where possible we also anonymise data before sharing it and use aggregated data where it makes sense. We only share individual personal data where there is no alternative.

Keeping your information

We will only hold on to your personal information for as long as it is needed to provide you with the service you are requesting, or to meet legal or regulatory data retention requirements. We perform regular reviews of all the data we hold and assess whether it still needs to be kept. If there is no valid reason for us to keep it then we delete or destroy it.

Marketing Messages

We tailor our marketing messages so we hopefully only contact you about things of interest to you. These can be by email, mail, or telephone. You can opt out of receiving messages at any time by letting us know your full name, postcode, email address and phone number. The easiest way to do this is to use is to send an email to sales@ambassadors.co.uk

How to stop receiving messages from us

• By emailing us at sales@ambassadors.co.uk

• By clicking “unsubscribe” or by updating your preferences via the links at the bottom of any email you receive

• By mail to STOP MARKETING, Ambassadors Bloomsbury, 12 Upper Woburn Place, London, WC1H 0HX

Once you do this we will update your profile to ensure that you don’t receive further marketing messages. It may take up to 28 days for all our systems to be updated following receipt of your request and we apologise for any marketing messages you may receive in the interim period.

Stopping marketing messages will not stop service communications such as issuing of booking confirmations or pre-arrival messages.

Online adverts

Like many other companies we engage in online advertising. This is to keep you updated on all the exciting things going on in our business, including offers and promotions, and to help you easily find the products and services you are interested in.

We do this using a range of digital marketing, exchanges and online advertising techniques like, cookies, mobile identifiers and specific services like Facebook’s Custom Audience service.

The online adverts you see are based on the information we hold about you, your previous use of the Ambassadors Bloomsbury website or ads you have previously clicked on. If you wish to stop seeing these adverts or reduce the number you see, you’ll need to configure your personal settings on the platform you are using.

Changes to this policy

This policy will be updated from time to time to reflect both the latest data protection laws and how we use and process your data.

Cookies

We use cookies on our website.

Your Rights

You have a number of rights with regards to your personal information under the General Data Protection Regulation (GDPR). These are:

• The right to be informed about how your personal information is being used – that is why we have put together this document

• The right to access the personal information we hold about you

• The right to rectify any information we hold about you that is incorrect

• The right to request that the information we hold about you be erased, or place restrictions on how we process it

• The right to request that we provide the information we hold about you in a format that can be easily transferred to you or another service provider – “data portability”

• The right to complain to your data protection regulator. In the UK this is the Information Commissioner’s Office

Contacting us about this notice

If you have any questions or feedback about this notice, wish to exercise your rights as set out above, or have a complaint, please contact us in writing at either sales@ambassadors.co.uk or Guidezone Limited, 12 Upper Woburn Place, London, WC1H 0HX.

Policy dated 23.5.18

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