Hotelbeds Terms and Conditions

The tours made available to consumers by visitscotland are organised by Hotelbeds Accommodation & Destination Services.

References to “accommodation providers” means the owner/providers of the hotels, and “accommodation” means the accommodation including all facilities and services advertised that we have agreed to arrange in connection with your confirmed booking.

Hotelbeds acts as agent only in respect of all bookings we make on your behalf. Hotelbeds accepts no liability in relation to any contract you enter into or for any package including accommodation that you book or for the acts or omissions of any accommodation or other person(s) or party(ies) connected with your booking. For all bookings your contract will be with the accommodation provider and other services providers concerned.

Any booking that you make with us through visitscotland is conditional on you accepting these General Terms and Conditions, the legal statement and privacy policy (the “Terms”). If you do not agree to be bound by the Terms, you must not proceed with your booking.

1. How to book your package

To confirm a booking, you must be authorised to make the booking by all persons named on the booking and their parent or guardian for all party members who are under 18 when the booking is made. By making the booking, you are confirming that all persons named on the booking accept the Terms and that you will inform the other persons named on the booking of the confirmation details and any other appropriate information. By making the booking you also become responsible for making all payments due to us.

Once Hotelbeds has received your booking and all appropriate payments via Visitscotland booking centre, Hotelbeds will, subject to availability, confirm your booking for the accommodation and other services concerned by issuing a confirmation e-mail containing booking vouchers which you should retain and print so it can be presented to the service providers on arrival. Please check the booking vouchers carefully as soon as you receive it and contact the VisitScotland booking centre if any information which appears on the vouchers or any other document appears to be incorrect or incomplete. As Hotelbeds acts only as an agent we will have no responsibility for any errors in any documentation except where those errors were made by Hotelbeds.

A binding contract between you and the accommodation and other service providers comes into existence when we issue the confirmation e-mail containing the booking vouchers on the service providers behalf. 

Failure to honour the booking (No Show)

If, for whatsoever reason, you do not turn up at the accommodation on the arrival date stated on your accommodation booking voucher without prior warning to Hotelbeds (“a no show”) this shall be considered a cancellation.

In the event of a no show without prior warning you will not be entitled to any refund for the accommodation or any other services included in the package.
 

2. Payment details

At the time of your booking, the full quoted amount will be due for payment, collected by the Visitscotland booking centre.

Travel vouchers will not be issued to you until payment has been received in full.
40% of the Total Price constitutes a deposit (the "Deposit") that will only be refunded to you in the circumstances outlined in Clause 3. Otherwise, the Deposit is non-refundable.

3. Booking modification or cancellation

You may modify or cancel your booking at any time prior to your arrival date via visitscotland booking centre.

Proceeding with your reservation means you expressly accept such charges.

Modifications and Administration Fees

Up to 28 days before arrival modifications including, but not limited to, a partial cancellation, amendment or reduction in number of nights, within the timescale that cancellation fees apply, will be subject to an administration fee of £5.00, for every modification made.

In some cases if the modification involves a cancellation, then the relevant cancellation fee will also be charged in addition to the administration fee.

Modifications shall be subject to availability and any increase or difference in price will be payable by the cardholder immediately.

Cancellations

If you cancel your booking within 28 days before the scheduled start date of the booking, and that cancellation is not made on the basis that the details given in your welcome pack do not accord with your booking or the information published through the visitscotland service, we will be entitled to retain 100% of the booking price. If you cancel a booking more than 28 days before the time at which the tour is scheduled to start, you will be entitiled to retain 60% of the Tour price. As per clause 2, we will be entitled to retain the deposit.

You should cancel your booking through the visitscotland booking centre who will advise you of any cancellation charges payable or, alternatively, if you have cancelled within the period where no cancellation charges are levied.

Hotelbeds shall send acknowledgement of receipt and inform of all the charges, if any, which may be applicable.

Reservations made via Hotelbeds may be cancelled by either party with no penalty whatsoever in the event of force majeure, which may affect the various destinations and, specifically, the location of the accommodation provider.

In the event that Hotelbeds, at its own discretion, considers that a booking has been made fraudulently, the booking shall be cancelled and the transaction value will be returned to the same Credit / Debit card used for the transaction. Any such action will be communicated.

Important

Throughout the year, some accommodation providers may change name or trading name, which shall not be construed as a change of accommodation or modification/amendment of the reservation.
 
Any accommodation ratings and/or categories have been provided by the accommodation providers and are in accordance with local regulations applicable to each country. Therefore Accommodation in one country may not be similar in terms of services and quality to accommodation in another, despite stating that it is of the same category or rating.

If there is a change to or cancellation of your booking, Hotelbeds will pass on the new details to you together with any compensation that the accommodation provider may offer. As agent only for the accommodation provider, Hotelbeds cannot accept any liability for any changes or cancellations made to your booking.

4. Insurance

You are strongly advised to take out adequate travel insurance prior to arriving in your destination. It is your responsibility to check you have adequate insurance cover. The insurance should cover, amongst other things, the cost of cancellation by you, personal losses, all medical costs and the costs of assistance including return to the UK in the event of an accident or illness.

5. Force majeure

Hotelbeds will not be liable for any changes, cancellation, effect on your booking, loss or damage suffered by you or for any failure by the accommodation providers and/or Hotelbeds to perform or properly perform any of our respective obligations to you which is due to any event(s) or circumstance(s) if the non performance is caused by force majeure. By way of example force majeure includes, but is not limited to, war, revolution, terrorist act, closure of borders, epidemic, natural catastrophe or other causes that seriously affect both parties and in particular the place where the accommodation provider is located as well as the country of origin of Hotelbeds and other unforeseeable causes beyond Hotelbed´s control.

6. Complaints or issues with your accommodation

In the unlikely event that you have reason to complain or experience any problems with your accommodation please inform the accommodation reception staff or management immediately, to enable them to take appropriate action.

Should you not be satisfied with the solutions offered, please contact the local Hotelbeds office (0131 226 3246), whilst you are at the accommodation, and we will offer all reasonable assistance to try and rectify the situation to your satisfaction.

Hotelbeds acts only as an agent for the accommodation provider and therefore cannot accept any liability for any loss or damages caused by the acts, omissions or negligence of any accommodation provider. Your contract for the accommodation is directly with the accommodation provider concerned.

However, in the event that Hotelbeds is found liable on any basis whatsoever in relation to your booking our maximum liability to you if Hotelbeds is found to have been at fault in relation to any service that Hotelbeds provides as agent for the accommodation provider concerned (as opposed to any service provided by the accommodation provider for whom Hotelbeds is not responsible) is limited to the cost of the booking in question.

Hotelbeds does not exclude or limit liability for death or personal injury that arises as a result of the negligent act or omission of Hotelbeds or its employees whilst acting in the course of their employment.

7. Indemnification

Hotelbeds acts as an independent intermediary in the contracting of accommodation and other services, and shall thus not be held liable for death, injury, illness, damage, loss, accident, theft, delays or any other irregularity which may arise, whether directly or indirectly, from the supply of services by the accommodation provider or other suppliers and which have been contracted via visitscotland. Also, Hotelbeds shall not be liable for any indirect, special or consequential loss, including economic loss, which term shall include loss of profits, loss of use of profits, business, revenue, and goodwill or anticipated savings.

Hotelbeds shall make every reasonable effort to make the accommodation provider deal with any complaint you may raise.

Hotelbeds shall not be able to assist with any claims that were not raised during the period of stay at the accommodation.

Hotelbeds shall not be able to negotiate any claim with the accommodation provider that is raised after the date of your departure from the accommodation in question.

You will at all times save harmless and keep fully indemnified Hotelbeds from and against any actions, claims, proceedings, losses, costs, expenses and demands (including costs and expenses in defending such matter and its proper compromise) arising directly or indirectly out of or incidental to or in connection with any breach by you or by any of the people you booked on behalf of, of any of the provisions of these Terms or contravention of any laws or rights of a third party, or your use of this website.

When you book accommodation packages through Hotelbeds, you accept responsibility for the conduct of yourself and the other people on your booking during your stay. Hotelbeds and/or the accommodation provider reserves the right at any time to terminate your stay and that of any member of your party due to your or their misconduct, where justified in the reasonable opinion of Hotelbeds and/or the accommodation provider. Full cancellation charges will apply and no refund will be given. Furthermore, neither the accommodation provider nor Hotelbeds shall be under any obligation whatsoever to pay compensation or meet any costs or expenses you may incur as a result of your stay being terminated. If your actions or those of any member of your party cause damage to the accommodation in which you are staying, you must fully reimburse the accommodation provider for the cost of the damage before you end your stay. You also agree to indemnify Hotelbeds against any claim (including legal costs) made against Hotelbeds as a result.

Notwithstanding the above, Hotelbeds’ entire liability, whether in contract, tort (including breach of statutory duty), or otherwise shall not exceed the sums paid by you to Hotelbeds for the specific services in question.

8. General

These Terms and Conditions contain some exclusions and limitations of liability. If any part of the conditions proves to be invalid or unenforceable, the rest of the conditions will remain valid. The invalid or unenforceable condition will be deemed as supplanted by an enforceable and valid form conveying the same meaning. Any dispute will be governed by the law and jurisdiction of the Spanish courts.

9. Legislation and courts of jurisdiction

The application and interpretation of these Terms and Conditions shall be governed by current and applicable Spanish Legislation. In the event of any discrepancy which may arise from the interpretation or execution of these terms and conditions, the parties, with express waiver of any other court of jurisdiction which might apply, if any, shall abide by the Jurisdiction and Competence of the Courts of Palma de Mallorca, Spain.

10. Confidentiality and protection of personal data

Confidential information shall be defined as any information or data provided by you that Hotelbeds might require for a booking and to contract services.

Therefore, confidential and personal information shall be deemed to include, but not be limited to: any telephone numbers, fax numbers, email addresses, addresses of residences, signatures, ID or passport copies, credit card details, personal preferences, disabilities, or any special dietary or religious requirements or any other information related to you or your group that Hotelbeds, the accommodation provider or service supplier may need access to for the sole purpose of completing your reservation and for the purposes of associated administration.

You hereby authorise Hotelbeds to ask for and to collect from the accommodation all personal information about you and the persons named on the booking that has been obtained in connection with your booking.

The personal information that Hotelbeds collects from the accommodation provider shall be obtained, processed and transmitted in compliance with European Directives 95/46 and 2002/58, as well as any other such legislation that substitutes, complements and develops (hereinafter referred to by its initials PDPR (personal data protection regulation).

Under no circumstances may the following be considered as confidential information:

• Any information that is in the public domain or that may become public knowledge, unless it becomes public knowledge due to a breach of the agreement by one of the parties.
• Any information held or disclosed by third parties.
• When disclosure is required by law.
• Disclosure of any information at the request of Courts or Tribunals
• Information referring to economic data or any other kind that must be submitted to the State, local or autonomous authorities due to tax or labour requirements and administrative contracts.

Hotelbeds specifically undertakes the following in the event that they have access to any personal data:

• To ensure that the data is stored by means of the legally required technical and organisational security measures that guarantee the security thereof, avoiding its unauthorised alteration, loss, processing or access, pursuant to the state of technology from time to time, the nature of the data and the possible risks that it is exposed to.
• To only use or apply the data to perform the agreed services and to achieve the agreed purposes.
• Not to pass on such data to other parties, not even for the purpose of safekeeping, nor any similar texts, assessments or processes mentioned above, nor to copy or reproduce part or all of the information, results or lists thereof.
• To ensure that the data is only handled by employees who need it to perform the services and any third parties that information is revealed to must be bound to abide by the confidentiality obligation.

You hereby authorize Hotelbeds to use information provided to contact you with details of other products and services offered by other companies belonging to our group, TUI Travel Group PLC

Hotelbeds will only disclose your information to third parties for the purpose of completing your transaction with us, providing the services to you and for the purposes of associated administration and obtaining professional advice.

11. Contact details

Visitscotland booking centre 

• From within UK 0845 2255 121/ from outside the UK +44 (0)131 625 8625
• Email info@visitscotland.com

Hotelbeds Accommodation & Destination Services

• Helpline 0044 (0)131 226 8509/ out of hours service 0044 (0) 7736 542 138
• Email sales.scotland@hotelbeds.com

Hotelbeds has the registered office at London Road, Crawley, West Sussex, RH10 9GX, England, with Tax identification number 606 027865 and licence number 01208976 to book any accommodation, excursions, activities, services and/or tours.

 
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