Booking Terms & Conditions

Terms & Conditions

1. Scope

These terms and conditions are between you and The Hotel Folk and apply to all bookings of bedrooms in any of The Hotel Folk hotels, to the exclusion of all other general terms and conditions. See the full list of The Hotel Folk hotels and the legal entities that operate these hotels by visiting www.thehotelfolk.co.uk 

You agree that you will make reservations in good faith for legitimate use by you and your invited guests only and not for any other purpose, including but not limited to reselling, impermissibly assigning or posting on third-party websites, or making speculative, false or fraudulent reservations or any reservation in anticipation of demand.

2. Room rate and tax

The net room rate charges agreed when you made your reservation will apply to your booking. Meals, drinks, and other extras are not included in room rate charges unless stated on the rate plan. All charges are shown and inclusive of the current rates of VAT and must be paid in local currency. For example, when the VAT rate increases 13 January 2021, the relevant VAT % will be applied at the time of payment. All charges must be paid on check-out (save in the event of cancellation). A valid credit/debit card guarantee is the minimum requirement for all bookings. Any booking made through a 3rd Party such as booking.com will be charged at the rate at the time of booking.

3. Cancellation, modifications, no-show and payments

Depending on the rate plan (i.e. advance purchase, pre-paid, flexible, promotion with deposit) you may cancel or modify your booking outside of the cancellation notice period without charge, this excludes pre-paid non-flexible rate plans. Payment for non-flexible rates and deposits are strictly non-refundable and non-transferable. In the event of a non-arrival the full stay including VAT will be charged to the credit/debit card on file, in the case of deposits and pre-paid, non-flexible rate plans the payment will be retained by the hotel. For full information always refer to the respective rate plan details, terms and cancellation policy. 

If you have booked a room through a travel agency or an online travel agency (such as Booking.com, Expedia and Hotels.com), you must cancel or modify your booking through the agency that you used to make the booking. We cannot amend or cancel third party bookings, please follow the instructions on your confirmation.

Refunds of pre-paid charges where applicable are generally processed within five business days after your request to cancel or modify your booking.

Bookings over a certain value may be subject to additional deposits and cancellation policies.

4. Groups

Group bedroom bookings are subject to separate terms and conditions, if your booking falls under this category the hotel will contact you. Please contact the hotel for individual hotel policies.

5. Check-in

From 2.30pm onwards; The Crown at Woodbridge and The Crown and Castle are from 3pm onwards. If a room is available for early check-in, you can check in early. Depending on the hotel an early check-in fee may apply payable at the time of check-in.

6. Check-out

Until 11am. If you have not checked out by 11am, a late check-out fee may be charged. If you have not checked out by 4pm we may charge for an extra night. Open balances will be charged to your credit card on file.

We can store your luggage for one day on the day of check-out. 

7. Late check-out

Depending on the hotel late check-out may be possible against payment of an additional fee.

8. Early departure

If you need to shorten your stay, the full value of your booking will be charged if you have booked a pre-paid, non-flexible rate. If you need to shorten your stay and have booked a flexible rate we require the same notice as given on your rate plan cancellation notice period. For more information see the respective rate plan details and cancellation policy.

9. Invoice

An invoice will be given at the time of check-out, if you wish for the invoice to be emailed please inform our staff. Invoices cannot be modified after check-out.

10. Age

All under 18’s must be accompanied by someone of age 18 or older whilst in the hotel.

11. Room occupancy, children and extra beds

Baby cots and extra beds are available, please see the individual hotel policies and facilities.

12. Pets

Pets are welcome in all hotels excluding The Crown at Woodbridge, please see the individual hotel policies and facilities. Guide dogs are permitted in all hotels, please notify the hotel in advance of your stay.

13. Smoking, vaping and alcohol policy

Smoking and vaping is not permitted inside the hotel. If smoking or vaping is detected a fine will be charged to your credit/debit card on file.

All hotels are licensed to serve alcohol. We reserve the right to not serve alcohol when appropriate.

14. Damage to hotel

Any damage to rooms or the hotel premises caused by your party during the stay and items missing upon your departure will be charged to your credit/debit card on file. 

15. Lost and found

You acknowledge and agree that The Hotel Folk and its hotels cannot be held liable for lost, damaged or stolen items. If you leave an item behind, it is your own responsibility to retrieve such item.

16. Wifi

Our wireless network is provided “as is” without warranties of any kind, either expressed or implied. We do not warrant that access to our wireless network will be uninterrupted, timely, secure or error-free at all times or will meet your requirements. We are not responsible for the security, integrity, accuracy or completeness of any information that you transmit or receive while using our wireless network.

Our wireless network is provided to you at our discretion. Your access may be blocked, suspended or terminated for any reason.

You may not (i) use our wireless network for any purpose that is unlawful or otherwise prohibited, (ii) use our wireless network in such a manner as to host a web or other server, send or facilitate the sending of bulk e-mail or collect third party personal data without appropriate consent, (iii) exceed typical bandwidths relevant to the period that you use our wireless network, (iv) resell, or attempt to resell, our wireless network to any third party.

We maintain a log of technical traffic data of your usage activity for system performance, maintenance purposes, for the purpose of processing criminal offences and system security requirements. We process personal data collected by us in connection with your use of our wireless network is subject to our Privacy Statement. By using our wireless network you consent to such processing. 

17. Recording and photography

Any audiovisual recording, photo shoot, reproduction or representation of images including the premises and buildings of the hotel other than for strictly private use is subject to our prior approval. Permission can be obtained by contacting us at info@thehotelfolk.co.uk

18. Liability of The Hotel Folk

Our liability to you shall not exceed the amount of the charges paid by you to us save to the extent any liability cannot be excluded or limited by law. We will also not be liable to you for any special, indirect or consequential loss or damage.

19. Force majeure

The Hotel Folk does not accept liability or pay any compensation for our failure to provide services contracted due to circumstances beyond our control, such as acts of God, (natural) disaster, fire, (acts of) war and terrorism, strikes, riots, civil disorder, governmental regulations, industrial disputes, adverse weather conditions or any other exceptional and catastrophic event, circumstance or emergency, making it impossible, illegal or preventing guests from staying in our hotels.

20. Privacy

During the reservation process and your stay The Hotel Folk collects your personal data. These data are processed in accordance with our Privacy Statement and also according to any applicable laws and regulations.

21. Governing law and jurisdiction

These terms and conditions and any bookings made under them shall be governed by and construed in accordance with English law. This choice of law is without prejudice to consumer protection afforded by provisions that cannot be derogated from by agreement by virtue of the law which, in the absence of any choice, would have been applicable in the country where you reside.

Our head office team can be contacted at: The Hotel Folk, Lakeside Avenue, Thorpeness, Suffolk IP16 4NH 01728 564207