Terms and Conditions Catered
Here listed are the terms and conditions “T & Cs” for HUNTER CHALETS LTD, 22 Beech Avenue, Newton Mearns, Glasgow, G77 5PP hereafter referred to as “Hunter Chalets” “We”, “Our”, or “Us”. These T & Cs relate to the rental of CATERED PROPERTIES supplied through Hunter Chalets.
1.1 The T & Cs contained in this document together with your Booking Form comprise the contract between Hunter Chalets Ltd. and all persons listed on the Booking Form. The contract is deemed to have been made as soon as the Booking Form has been sent and completed on line by the Group Leader, accompanied by a NON REFUNDABLE Deposit (detailed in section 2.1 ) or full payment as applicable. The “booking form” refers to the soft e-copy or paper copy of the original booking form and the incorporated T&C’s filled in by the group leader.
1.2 By completing a booking form the group leader agrees on behalf of all listed members of that:
1.2.1 He/she has read the terms and conditions and agrees that all members of the group are bound by them.
1.2.2 He/she is over 18 years old
1.2.4 All information provided to Hunter Chalets Ltd. is correct and accurate
1.3 When payment has been made over the telephone, without a Booking Form being completed, a contract will come into existence immediately between you and Hunter Chalets Ltd. upon processing of a credit/debit card payment for Deposit or full payment of your holiday. This will be oral confirmation of your booking. Written Confirmation will be subsequently sent via email.
1.4 The Group Leader is responsible, on behalf of all other members of the group, for all matters relating to the booking, thus he/she will be personally liable for all monies outstanding from the remainder of the guests listed on the booking form. The “group leader” refers to the person stated as such on the booking form.
1.5 “The Group” refers to all persons booked to stay in the Catered Property listed on the Booking Form and also includes any subsequent changes of names to the original booking.
1.6 If at any time, prior to the start of the holiday, there is a change of Group Leader Hunter Chalets Ltd. must be notified, either by email or telephone, by the original Group Leader.
1.7 Under no circumstances are additional guests allowed to stay in the Catered Property other than those specified on the Booking Form. Failure to comply with this may result in your booking being terminated immediately in resort and you and your party being asked to vacate the relevant Catered Property immediately.
No compensation will be paid for this. “Catered Properties” means the property you are occupying as stated on the booking form.
2.1 Once availability of the Catered Property has been confirmed by Hunter Chalets Ltd., a reservation is only valid on payment of a non refundable Deposit of 25% of the total weekly cost (the “Deposit”) unless otherwise agreed by Hunter Chalets Ltd.. A booking enquiry will NOT BE HELD until a full Deposit is received. A completed Booking Form must also be submitted within 7 days to complete a reservation.
2.2 Should a booking be requested in writing/email or verbally, without payment of a Deposit, the booking will be deemed NOT SECURE until Deposit monies are received. Thus, Hunter Chalets Ltd. reserves the right to re-book the same week in the same accommodation to another client without notification.
2.3 The final balance outstanding on your holiday must be paid 10 weeks before the start date of you holiday with Hunter Chalets Ltd.. For bookings made within the 10 week start date period, the full cost of the holiday will be payable at the time of booking to secure your reservation.
2.4 If the final balance is not received 10 weeks before the start of you holiday with Hunter Chalets Ltd., we reserve the right to cancel the booking and retain any Deposit paid and levy cancellation charges as outlined in section 5.5 and 5.6 below.
Hunter Chalets Ltd. then reserve the right to re-book the same week in the same Catered Property to another client without notification.
2.5 If you, or your party, change any of your flight details, after having booked your holiday, and Hunter Chalets Ltd. have made airport transfer, or any other, arrangements on your behalf, an administrative charge of €50 may be incurred which will be added to your final balance.
2.6 If you agree to reserve a whole Catered Property on an exclusive use basis the Group Leader is liable for the full cost of that property, as stated on your Booking Form, irrespective of party size and final number of guests confirmed.
PLEASE NOTE If your party size exceeds the agreed maximum capacity of the Catered Property, as stated on your Booking Form, an additional charge will be incurred.
2.7 As Group Leader, payments for Catered Properties on behalf of a group must be made in one lump sum. This applies to Deposits and also final balances. Hunter Chalets Ltd. cannot accept multiple payments from multiple individuals for group bookings.
3.0 PRICES AND PAYMENT
3.1 Prices are based on exclusive use of the properties and will therefore remain the same irrespective of the number of guests, up to the maximum capacity.
3.2 The prices quoted on the Hunter Chalets Ltd. website for CATERED ACCOMODATION include only one week’s (7 nights) accommodation, evening meals on 6 nights, breakfasts on 7 mornings, afternoon tea on 7 days, specially selected drinks and driver service. Prices do not include, lift passes, equipment hire, lessons, flights, transfers or travel costs, travel, holiday and medical insurance or childcare.
3.3 Hunter Chalets Ltd. guarantees the price of your holiday as quoted at the time of booking and as stated on your Booking Form. Hunter Chalets Ltd. reserves the right to increase or decrease the advertised price of unsold holidays at any time.
3.4 Details of a valid credit card will be taken on arrival at the property in resort as security against damage, loss, breakages and additional cleaning charges as more specifically detailed in section 7.0. These details will be kept for the duration of your stay and by you agreeing to these T & Cs, you are agreeing to allow Hunter Chalets Ltd. to charge that card in Euros or Pounds Sterling in the event of any damages, losses, breakages or additional cleaning charges. Acceptable payment types are bank transfer, to our UK or French bank accounts, and credit or debit card. PLEASE NOTE THAT ALL CARD PAYMENTS INCUR A CHARGE OF 3% ON TOP OF THE QUOTED HOLIDAY PRICE.
3.5 Hunter Chalets Ltd. will not be held responsible for charges incurred by yourself for international bank transfer costs or charges imposed on you by your bank or card issuer. This also includes payment discrepancies or additional costs caused by variations in exchange rates used by your bank or card issuer.
3.6 In the event of dishonored payments the Group Leader will be contacted to make immediate payment by other means. If there is a failure to make payment by other means we reserve the right to cancel the booking and retain any Deposits paid and levy cancellation charges as outlined in section 4.0 below.
Hunter Chalets Ltd. then reserves the right to re-book the same week in the same accommodation to another client without notification.
3.7 In the event of late payment of your final balance, any charges or loss of revenue incurred on our behalf will be added to your balance. We reserve the right to cancel your holiday should you fail to pay your final balance. No compensation will be provided.
3.8 Hunter Chalets Ltd. will endeavor to deal with any discrepancy during your stay. In the event that damage to one of our properties is not brought to our attention during this period, and is learned of after your departure, we will contact you within 72 hours of leaving the property to confirm additional charges to be processed.
3.9 Any outstanding items purchased on your behalf during your holiday will be outlined on your bill and are payable by credit or debit card BEFORE YOUR DEPARTURE. PLEASE NOTE THAT ALL CARD PAYMENTS INCUR A CHARGE OF 3%.
4.0 AMENDMENTS AND CANCELLATION
4.1 Due to circumstances beyond Hunter Chalets Ltd.’s control it may be necessary to make alterations to a confirmed booking or to cancel the booking completely. Whilst Hunter Chalets Ltd. will make every effort to ensure this does not happen, if it is unavoidable Hunter Chalets Ltd. will contact the Group Leader as soon as possible. In this instance Hunter Chalets Ltd. will endeavor to make alternative arrangements for accommodation (up to the same value) if available, offer an alternative holiday with Hunter Chalets Ltd. up to the same value or offer a full refund of any monies paid in relation to the booking of a Catered Property. No other compensation will be offered.
4.2 We cannot accept responsibility or pay compensation where the performance of our contractual obligations is prevented by or affected by events amounting to Force Majeure – meaning acts of war or threat of war, political unrest, terrorist activities, adverse weather conditions, volcanic ash clouds, strikes, acts of God, epidemics, riots, civil strife, industrial disputes, terrorist activity, natural or technical disasters, nuclear war and or similar events out of our control (“Force Majeure”).
4.3 You, or any member of your party, may cancel your holiday at any time providing that the Group Leader makes the cancellation in writing/email.
Hunter Chalets Ltd. takes no responsibility for non-delivery or non-receipt of such written cancellation.
4.4 Your Deposit will be retained for administration costs and cancellation charges will be levied as follows:
4.5 Cancellation Charges
LENGTH OF NOTIFICATION GIVEN
Up to 10 weeks before arrival date
8 – 10 weeks before arrival date
60% of total booking cost
6 – 8 weeks before arrival date
70% of total booking cost
4 – 6 weeks before arrival date
80% of total booking cost
Less than 4 weeks before arrival date
100% of total booking cost
4.6 Non-receipt of the balance of the cost of the holiday will not be taken as notification of cancellation. Groups will still be liable for cancellation charges as shown above if they subsequently cancel the holiday.
5.0 LIMITATION OF LIABILITY
5.1 Hunter Chalets Ltd. does not accept any liability where-so-ever or how-so-ever arising, or pay compensation for:-
a) Any Force Majeure event.
b) Adverse weather or traffic conditions, avalanche, mud slips, slides and snow conditions and the effect any of these may have on travel arrangements, accommodation and activities.
c) Limitations imposed by resort authorities, ski-lifts, ski school or ski hire operators.
d) Travel arrangements made by the group or on behalf of the group.
e) Any personal injury or death, where-so-ever or howsoever arising, caused to any visitor and/or any member of the group for their duration of stay.
5.2 These limitations are not intended to exclude any statutory rights the group and/or visitor may have.
5.3 These T &Cs and any non-contractual obligations arising out of or in connection with it are governed by Scottish laws.
a) The courts of Scotland have exclusive jurisdiction to settle any dispute arising out of or in connection with this T &Cs (including a dispute relating to the existence, validity, termination of this T &Cs and any non-contractual obligation arising out of or in connection with either this T &Cs or the negotiation of the contract contemplated by these T &Cs).
5.4 A person who is not a party to this Agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement provided always this does not affect any right or remedy of a third party which exists or is available apart from this Act.
6.0 RESPONSIBILITIES and BEHAVIOUR
6.1 Guests should act in a way that is respectful to staff, other guests and local residents at all times and in a way that does not damage Hunter Chalets Ltd. reputation. All guests must recognise that the properties are within residential areas and thus keep noise levels appropriate at all times and minimize any disruption to neighbours. Guests must observe a 10:00pm curfew for outdoor noise or excessive noise within the property.
Hunter Chalets Ltd. will not be held responsible for any official fees or fines incurred for noise or breach of peace and reserve the right to refuse to further accommodate guests in breach of this section. Groups in breach of any part(s) of this section will result in all contractual obligations being terminated immediately and no compensation will be payable.
6.2 Where the property has an outdoor garden, deck or other area; a 10:00pm noise curfew must be observed. The chalet staff reserve the right to remove music devices and/or lock off outdoor areas if a group does not observe the curfew.
6.3 Smoking within any of Hunter Chalets Ltd. properties is strictly forbidden. Those wishing to smoke should do so outside the property, disposing of cigarette butts in a designated ashtray. Any group found to have anyone smoking in the properties will be charged a €500 for an external commercial cleaning company fee.
6.4 The use of illegal substances in any of our properties will not be tolerated. Anyone found to be using or supplying such substances will be evicted from the property with immediate effect. This could lead to the entire group being evicted. No compensation will be paid.
6.5 It is your responsibility to ensure you have all the necessary legal travel documents in place depending on your nationality. It is your responsibility to check which documents are required before you travel and ensure you have those in place for the duration of your holiday. Please ensure your passport is valid beyond your return date. Hunter Chalets Ltd. will not be held responsible to any legal changes made to travel requirements between the time of booking your holiday to departure. No refunds or compensation will be made by Hunter Chalets Ltd. in the circumstance where any government changes to travel regulations are imposed.
6.6 You are responsible for ensuring that you have full medical and travel insurance cover throughout your stay at Hunter Chalets Ltd. Winter/Mountain sports and travel involve a degree of risk and therefore we insist that you take out adequate travel ensure in order to cover any accidents during your holiday, for which Hunter Chalets Ltd. will not be held responsible.
6.7 Any persons travelling with medication and/or a pertinent medical requirement/condition/allergy should notify Hunter Chalets Ltd. as soon as possible. It is the group leader’s responsibility to know where that person’s medication is being kept and how to administer them in case of an emergency. Whilst Hunter Chalets Ltd. staff will endeavor to help in an emergency situation, they are NOT medically trained and will not be held accountable for such emergency situations under any account.
6.8 It is your responsibility to familiarize yourself with the fire exits and fire extinguishers in the property when you arrive.
7.0 DAMAGES, LOSS, SURPLUS CLEANING, THEFT AND BREAKAGES
7.1 Details of the party leader’s valid credit card will be taken during the booking process or on arrival as security against damage, loss, breakages and additional cleaning charges. By you agreeing to these T&Cs you are agreeing to allow Hunter Chalets Ltd. to charge said card in Euros or Pounds Sterling in the event of any damages, losses, breakages or additional cleaning charges.
7.2 Should any items or property be lost or damaged during your stay you must notify Hunter Chalets Ltd. Any damage or loss caused by any member of the group must be paid for in full before departure by the party leader. In the event that we are not notified of the loss or damage before your departure, Hunter Chalets Ltd. will contact you with 72 hours of you leaving the Catered Property to confirm additional charges to be charged. These will be deducted from the party leader’s credit card on file.
7.3 Items including but not limited to; I-pads, Macbooks, GoPro cameras, Games consoles, DVDs and games are for guests use during their holiday. By agreeing to these T&C’s guests take responsibility for the care of these items and agree to return them in the same condition they found them in. Loss or damage to such items will be charged on a new for old basis before guest departure.
7.4 Our keys for Catered Properties are security keys, therefore, should you lose a key, you will be charged €250 for a replacement. This charge will be made immediately using a credit / debit card.
7.5 Any client not properly securing the exits or windows of the property, including balcony, garage and hot-tub access doors, will be liable for any Hunter Chalets Ltd. property stolen as a result of that negligence.
7.6 Hunter Chalets Ltd. will not be held responsible for any theft or loss of any personal possessions from our premises / vehicles. Whilst Hunter Chalets Ltd. will endeavor to ensure the security of guest’s personal possessions; Hunter Chalets Ltd. cannot guarantee it.
7.7 It is up to the Group Leader to ensure that each member of the party is responsible for the safety of all their own personal possessions, documents and equipment. No responsibility or liability will be accepted in respect of such items as it is a condition of your booking (and therefore reasonably assumed by Hunter Chalets Ltd.) that all guests have taken out appropriate insurance to cover such loss and/or damage.
For the avoidance of doubt, please note that this section also applies to mountain bikes, road bikes, ski/snowboard equipment and any other “high value items” that guests have brought with them on holiday.
8.0 – CHECK IN AND CHECK OUT TIMES
8.1 Check in time is strictly 16:00. Check out time is strictly 10:00. Whilst we understand that some groups may wish to arrive earlier or depart later on those days, Hunter Chalets Ltd. need to maintain these timings in order to prepare the properties for the next guests. We will happily store luggage should your flight schedule mean you arrive before or after our check in and check out times, however, we cannot guarantee any access to the properties.
9.0 DRIVER SERVICES
9.1 Hunter Chalets Ltd. provide a driver service within resort for your convenience. The use of this vehicle is taken entirely at your own risk and Hunter Chalets Ltd. take no responsibility for death or personal injury caused through the use of this service. Seatbelts must be worn at all times.
9.2 The driver service is available to your group at all times between 16:00pm on your arrival day and 10:00am on your departure day. Your driver’s phone number will be given to you at the start of your holiday. All calls made to the driver’s French mobile phone are at the guest’s own expense and will not be reimbursed by Hunter Chalet’s Ltd.
9.3 When phoning for a collection please allow the driver at least 15 minutes to reach you.
9.4 If travelling with children or babies who require a car seat, it is your responsibility to bring a car seat that is correctly fitted to your child with you. Children under the age of 12 should be accompanied by an adult at all times. Hunter Chalets Ltd. will not be held responsible for children unable to use the driver facility due to lack of appropriate car seat or presence of an adult.
10.0 PROPERTY FACILITIES
10.1 In order to maintain and protect our properties, outdoor shoes, ski boots and snowboard boots are not permitted in the properties at any time. Slippers are provided for your convenience.
10.2 All outdoor equipment such as skis, boards, boots, bikes and sledges must be left in the boot room or other outdoor designated area. This includes any equipment belonging to the group. On arrival you will be shown the secure storage areas where your equipment can be kept. All maintenance and fitting of equipment must be done in the boot room or outdoor area.
10.3 Towel rails are strictly for towels only. Please do not hang any wet swimwear or ski clothes on these rails as dyes from the materials may irreparably transfer to the rail. If any towel rail is damaged in such a way the group will be charged for a replacement towel rail.
10.4 Under no circumstances should wet clothes be hung on radiators or radiator covers. This is a fire hazard and strictly forbidden.
10.5 Fires and stoves should be managed sensibly and should not be overloaded or obstructed in any way. Clothes should not be dried by the fire or stove. Hunter Chalets Ltd. will not be held responsible for any damage to items as a result of being placed too close to the fire.
10.6 Guests use the hot tub at their own risk. We recommend that children under the age of 12 and pregnant women do not use the hot tub. Under 16 year olds must be accompanied at all times in the hot tub. Please be aware that the area around the hot tub can become slippery and that ice may form on the deck around it in the winter season. When using the hot tub, drinks must be kept in plastic glasses without exception. Any broken glass in a hot tub will result in the hot tub being permanently closed and any subsequent damage, repair costs or inconvenience to the following weeks clients will be charged accordingly and before the groups departure. Chalet staff reserve the right to close the hot tub at any time if it is being misused, if guests are not observing rules or curfews or if there is any chemical imbalance or breakdown. Compensation will not be payable in such cases and prior notice is not necessary. Hunter Chalets Ltd. take meticulous care of the hot tubs and drain, clean and replace water for every new group. Daily chemical checks and maintenance are recorded according to the law. In the interest of hygiene, all persons using the hot tub are required to shower before entering.
10.7 Where the property has a barbeque, pizza oven and outdoor bar, it has to be operated by the chef and chalet staff. Damaged caused to them by guest use will be charged accordingly.
10.8 Where the property has a sauna it is to be used at guest’s own risk. We recommend that children under the age of 12 and pregnant women do not use the sauna. Under 16 year olds must be accompanied at all times in the sauna. In the interest of hygiene, all persons using the sauna are required to shower before entering.
10.9 Where the property has a treatment room, a third party professional therapist will be brought in to offer treatments. It is the guest’s responsibility to discuss their medical history and the treatments with the therapist. Hunter Chalets Ltd. accept no responsibility for any injury that may be caused by a therapist or any reaction the products used.
Hunter Chalets Ltd. presume that all guests, before using any chalet facilities, have read, understood and agreed to these terms and conditions.
11.1 No matter how much care is taken, our Catered Properties are not childproof.
Hunter Chalets Ltd. will not be held responsible for any accidents occurring within the Catered Properties. It is the parents’ responsibility to ensure their children are supervised at all times.
11.2 Hunter Chalets Ltd. can provide high-chairs, cots and stair gates for infants and babies. However, Hunter Chalets Ltd. accept no responsibility should an accident or injury occur as a result of the use of such items. Parents assume full responsibility for the safety and wellbeing of their children at all times.
11.3 Childcare is not provided by Hunter Chalets Ltd. and must be arranged with our concierge who will recommend a third party professional. Children under 16 must therefore be accompanied at all times in the properties.
11.4 Children’s meals are provided when requested and notice of such should be written on the booking form.
12.0 DIETARY AND SPECIAL REQUIREMENTS
12.1 Any food allergies must be brought to Hunter Chalet’s attention at the time of booking. Please indicate the severity of such allergies where applicable, for example, “peanut allergy so severe it can be triggered by inhaling airborne particles.”
12.2 Dietary requirements should be added to the booking form at the time of booking. Any new dietary requirements should be brought to our attention as soon as possible in order to allow the chef time to adequately prepare.
12.3 Any special food and beverage requirements such as birthday cakes and externally sourced foods or drinks should be added to the booking form at the time of booking.
12.4 We will endeavor to source any specially required food or drink where given ample prior notice. Such special purchases will be charged to your bill including any shipping or import charges we incur in sourcing these for you. Such items which are requested but not consumed will still be charged in full and no compensation will given by Hunter Chalets Ltd.
13.0 AIRPORT TRANSFERS AND AIRLINES
13.1 Hunter Chalets Ltd. will arrange all of your transfer requirements. These are not included in the cost of your holiday and must be paid on or before the final balance is due.
13.2 As standard, Hunter Chalets Ltd. book private road transfers for each group. This means you travel only with your party and do not wait for other tourists or flights to arrive. Should you wish to book a shared transfer, you must notify Hunter Chalets Ltd. at the time of booking.
13.3 In accordance to French Law, no alcohol can be consumed in transfer vehicles. Our third party partner’s reserve the right to confiscate any alcohol being consumed in their vehicles.
13.4 In the case of unforeseen circumstances, out of Hunter Chalets Ltd. or a third party provider’s control, such as but not limited to flight delays, cancellations, lost luggage, adverse weather and road conditions, you may be required to wait in the airport until the situation can be resolved or another method of transport is arranged. If this happens, you will be notified immediately upon arrival and kept informed of the situation by Hunter Chalet’s Ltd.
13.5 Due to adverse weather or road conditions, it may be necessary to extend airport transfer times. Such decisions will be made by our partners providing the transfer service and you will be notified of such changes as soon as they are made. Any person who misses a connecting flight, train or other transport, due to not being ready to leave the resort at the agreed time, will not be compensated by Hunter Chalets Ltd. or our third party partners. Nor will any other members of the group who are inconvenienced, delayed or miss connections as a result of that person.
13.6 Hunter Chalets Ltd. reserve the right to dispatch a group and vehicle without all members present in the unusual instance where members of the group do not show up on time and are not responding to phone calls or are under the influence of drugs and/or alcohol and causing delays to the group. Any such person left in resort is responsible for arranging their own transfer and/or accommodation needs and Hunter Chalets Ltd. accepts no responsibility for this and compensation will not be payable to the client.
13.7 Any costs incurred due to unforeseen circumstances resulting in you missing your flight should be claimed against your holiday insurance.
14.0 STAFF DAY OFF
14.1 Hunter Chalets Ltd. Chefs, drivers and hosts have one day off per week. Typically this is a Wednesday however, if you require staff to change this date for any reason, it must be agreed at the time of booking. Hunter Chalets Ltd. reserve the right to change the staff day off at any time. Guests will be notified immediately of such changes.
14.2 On the staff day off a member of management will serve a continental breakfast and provide afternoon tea for that day. The driver service will also be provided by management on this day. Please allow up to 20 minutes for collection on this evening. In the evening guests can enjoy a meal in a restaurant or can order food to come to the chalet. Please note that our catered properties are not insured for groups to cook for themselves.
15.0 – COMPLAINTS
15.1 In the unlikely event of you having a complaint with any part of your holiday you should notify the Hunter Chalets Ltd. staff immediately. All complaints will be dealt with seriously and by a member of management who will endeavor to rectify the situation as soon as possible.
15.2 Any complaints made ON OR AFTER DEPARTURE will not be considered. Complaints cannot be accepted for snow conditions, weather, closures of ski-lifts and services offered by third party suppliers, or anything outside of Hunter Chalets Ltd.’s direct control.
16.0 – THIRD PARTY SUPPLIERS / ACTIVITES/ CONCIERGE SERVICE
16.1 Hunter Chalets Ltd. can assist in sourcing and booking any of the extra services you may need when on holiday. These services are subject to the terms and conditions of the individual third party companies. Hunter Chalets Ltd. reserve the right to charge an administration fee on such bookings.
16.2 Our help in organizing and/ or recommending third party suppliers does not constitute an approval and Hunter Chalets Ltd. take no responsibility or liability for third party services. Any grievance with a third party service should be taken up with that provider directly.
17.0 TERMS OF CONTRACT
17.1 All descriptions on the Hunter Chalets Ltd. website are given in good faith and are believed to be correct. This is in relation to all aspects including activity pricing and information.
17.2 For the avoidance of doubt in the event of any conflict between the details on the Hunter Chalets Ltd. website and the T&Cs the provisions of the T&Cs prevail.
17.3 The contract and the Agreement is made in accordance with these T&Cs