Terms & Conditions - The Wildings Northumberland Hotel

1. General Booking Terms

The following terms and conditions apply to all bookings made with The Wildings Northumberland Hotel, whether via our official website (https://www.wildingsnorthumberland.co.uk/), individual hotel websites, by telephone, or any other means.

Additional terms and conditions may apply for promotional bookings, which will be specified accordingly.

By making a booking, your contract (which includes these terms and conditions) will be with The Wildings Northumberland, represented by Easteye Limited, registered address: C/O Earl Grey Properties 2nd Floor Adelphi Chambers, 20 Shakespeare Street, Newcastle Upon Tyne, England, NE1 6AQ.

2. Reservation Policy

All reservations are subject to availability and confirmation by The Wildings Northumberland.

We reserve the right to amend these terms and conditions at any time. The applicable terms will be those in place at the time of booking.

A valid credit or debit card is required to secure a reservation.

Payment terms and conditions will be communicated at the time of booking and may vary depending on the selected rate plan.

3. Pricing

Prices fluctuate based on availability and demand and are subject to change without notice.

All prices are inclusive of VAT at the prevailing rate and are guaranteed once confirmed.

Prices are in GBP (£), and exchange rates are subject to fluctuation.

4. Cancellation & Amendment Policy

Cancellations must comply with the terms of the booked rate.

Advance Purchase Rates: Non-refundable, non-transferable, and full pre-payment is required.

Best Flexible Rates (if available): Can be altered or cancelled up until 24 hours before the day of arrival without charge. Cancellations after this time incur a one-night charge.

5. Check-in & Check-out

Check-in time: From 3 PM onwards

Check-out time: By 11 AM

Early check-in/late check-out requests are subject to availability and may incur additional charges.

Guests must present a valid government-issued photo ID and the credit/debit card used for booking upon check-in.

6. Payment Policy

All rates are quoted in GBP (£) and inclusive of VAT.

Additional charges (e.g., meals, extra services) must be settled upon check-out.

The hotel reserves the right to pre-authorize credit/debit cards before arrival.

7. Terms and Conditions – Card Authorization for Additional Charges

7.1 Card Authorization:

Upon check-in, all guests are required to provide valid credit or debit card details. These details will be securely stored and may be used to cover any additional charges incurred during your stay. This includes, but is not limited to:

- Room service and other incidental charges.

- Damages or loss of property, including excessive cleaning fees.

- Unregistered guests or extended stays beyond the original booking.

7.2 Pre-Authorization Hold:

A pre-authorization hold may be placed on the provided card as a security measure. This is not an actual charge but a temporary hold to ensure funds are available. The hold will be released after check-out, subject to any deductions for applicable charges.

7.3 Damage and Incidentals Policy:

In the event of damages, loss, or excessive cleaning requirements, the cost will be charged to the provided card. An itemized invoice detailing the charges will be sent to the guest’s registered email address.

7.4 Guest Responsibility:

Guests are responsible for reporting any damages or incidents that occur during their stay. Failure to do so may result in additional charges being applied without prior notice.

7.5 Card Validity and Authorization:

By providing card details, guests agree that the card may be charged for any outstanding balances incurred during the stay. It is the guest’s responsibility to ensure that the card provided remains valid and has sufficient funds to cover any potential charges.

7.6. Privacy and Security:

All card details provided are securely encrypted and handled in accordance with applicable data protection laws to ensure guest privacy and security.

8. Privacy & Data Protection

The Wildings Northumberland complies with GDPR and ensures the protection of guest data.

Personal information is collected for processing reservations and improving services.

We do not share data with third parties, except for payment processing or legal requirements.

Guests may request access to, correction of, or deletion of their personal data.

9. Smoking & Vaping Policy

The hotel operates a strict non-smoking and non-vaping policy in all indoor areas.

A £100 deep-cleaning fee will be charged for violations.

Designated smoking areas are provided outside.

10. Guest Conduct & Damage Liability

Guests must behave respectfully towards others and hotel staff.

Noise levels must be kept to a minimum, especially during quiet hours (10 PM - 7 AM).

The hotel reserves the right to evict guests without refund for disruptive behaviour.

Any damages beyond normal wear and tear will be charged to the guest's card.

11. Accessibility

The hotel provides disabled access and a lift.

Guests requiring specific accessibility features should notify the hotel at the time of booking.

12. Parking & Transportation

Limited on-site parking is available, subject to availability.

The hotel is not liable for loss or damage to vehicles parked on the premises.

EV charging stations are unavailable on the hotel premises but can be found in Newmarket west & east car park

13. Lost & Found Policy

Items left behind are stored for 30 days before being donated or disposed of.

The hotel is not responsible for lost or stolen belongings.

To claim lost property, guests should contact reception at info@thewildingsnorthumberland.co.uk or call us on 01670 333971

14. Force Majeure & Travel Disruptions

The hotel may cancel reservations due to unforeseen events (e.g., severe weather, strikes, health emergencies).

Guests will be offered a reschedule or full refund in such cases.

We strongly recommend travel insurance to cover unexpected disruptions.

15. Special Requests & Dietary Requirements

Special requests (e.g., allergy-friendly rooms, dietary needs) are subject to availability and not guaranteed.

Guests with food allergies must inform the hotel at least 14 days in advance.

16. Pet Policy

Only dogs are allowed in designated dog-friendly rooms, subject to prior arrangement.

Maximum of two dogs per room; charges apply for the duration of the stay.

Dogs must be kept in designated areas and on a leash.

A £100 cleaning fee applies for excessive mess or damage.

Unauthorized pets may result in a £20 per night charge and possible eviction.

17. Wedding & Group Booking Terms & Conditions

Please note that our wedding and group bookings are subject to different terms and conditions than our standard reservations. These special terms reflect the planning, coordination, and commitment required for larger events.

For full details, please review your event contract or contact our team directly. We’re happy to assist with any questions to ensure a seamless experience for you and your guests.

18. Important Notice: Potential Noise from Bar & Events

We strive to provide a comfortable and enjoyable stay for all our guests. However, we would like to make you aware that:

Bar Noise: Our hotel has a lively bar located on the ground floor, which operates until 2am Friday, Saturday and Bank Holidays. Some noise may be heard in certain rooms, particularly on weekends and busy nights.

Wedding & Event Noise: We regularly host weddings and private events, which may include music and celebrations that can continue until late in the evening. While we do our best to minimize disruptions, guests in rooms near the event areas may experience some noise.

We appreciate your understanding and recommend guests who prefer a quieter stay to request a room in a quieter section of the hotel (subject to availability). Please feel free to contact us before your arrival to discuss your preferences.

19. Complaints or Comments

Complaints should be reported to the duty manager during the stay to allow for resolution.

Formal complaints can be submitted via email to info@thewildingsnorthumberland.co.uk.

20. Governing Law

These terms and conditions are governed by English law.