Summer accommodation terms of hire

These Terms of Hire (which shall include the reservation form and any other documents referred to in them) apply to all online bookings at www.sanctuary-students.com/summer-accommodation. Please read these Terms of Hire carefully before making your booking and print a copy of these terms and conditions for future reference. You should understand that by making a booking, you agree to be bound by these terms and conditions.

Please click on the button marked “I Accept” at the end of these terms and conditions if you accept them. Please understand that if you refuse to accept these terms and conditions, you will not be able to place a booking on our website.

1. INFORMATION ABOUT US

1.1 www.sanctuary-students.com/summer-accommodation is a website operated by Sanctuary Students Homes Limited. We are registered under Company 05025230 and our registered office is:

Chamber Court, Castle Street, Worcester, WR1 3ZQ.

Our VAT number is GB 732 0124 87. If you need to contact us by telephone, the telephone number is 0207 841 0486.

2. YOUR STATUS

2.1 By placing an order through our website, you warrant that:

(a) you are legally capable of entering into binding contracts; and

(b) you are at least 18 years old.

2.2 For the purpose of these Terms of Hire, any reference to “you” “your” or “client” means the person placing the booking on the website.

2.3 We recommend that you give a copy of these Terms of Hire to all members of your party and ensure that every member of your party complies with these Terms of Hire as you will be personally responsible for any of their acts or omissions. You are responsible for full payment to us of the contract price, any charges for damage to our property, and any applicable additional charges as identified in the Contract.

3. HOW THE CONTRACT IS FORMED BETWEEN YOU AND US

3.1 When you make a booking, your contract (which includes these Terms of Hire) will be with Sanctuary Students Homes Limited. All bookings are taken at our sole discretion.

3.2 In order to make a booking you will need to complete an online booking form and make payment for the full duration of your stay.

3.3 Once we have received your online booking form and payment, we will send you a confirmation of booking by email. Once you have received this confirmation of booking email the booking will then form a legally binding contract (the “Contract”). The Contract will only relate to the booking referred to in your confirmation email.

4. PRICE AND PAYMENT

4.1 The price of your stay will be as quoted on our website, except in cases of obvious error.

4.2 The prices include VAT, where applicable. Should the VAT rate rise, or any government bodies introduce additional taxes or levies that affect the price of your reservation, we reserve the right to pass on these increases.  

4.3 Prices are liable to change at any time, but changes will not affect orders in respect of which we have already sent you a confirmation email.

4.4 Payment must be made by credit or international debit card (other than American Express or Diners Club cards). We will charge your credit or debit card for the full price of your stay when you place your order and we will issue the confirmation email to acknowledge receipt of your payment.

4.5 All payments will be denominated in £ sterling. No other currency will be accepted in full or part payment.

5. AMENDING OR CANCELLING YOUR BOOKING

5.1 You may add additional nights or rooms to your booking by either making a new reservation online or by contacting the accommodation office to make amendments to your booking over the phone. Any additional nights and/or rooms will be subject to availability and any such amendments will not be binding until we have received payment for such and you have received an email of confirmation of the amendment. 

5.2 You may cancel your booking or reduce the number of nights or rooms relating to your booking for any reason up to 14 days’ prior to your arrival by notifying the accommodation office at Dinwiddy House, 189-205 Pentonville Road, London N1 9NF in writing, by email (at summer.breaks@sanctuary-students.com) or by letter.

5.3 If you give us at least 14 days’ notice of cancellation or reduction before the start date of your booking you will receive a refund for the number of nights that have been cancelled. However if you give less than 14 days’ notice, we will not provide you with a refund for any cancellations or reductions. We will pay any refund due to you within 30 days of your cancellation or reduction.

6. VARIATIONS TO THESE TERMS OF HIRE

6.1 We reserve the right at any time to withdraw or amend these Terms of Hire, but in that case we will notify you of the change and give you the opportunity to cancel your booking without charge. 

7. ARRIVAL AND DEPARTURE

7.1 Rooms will not be available until 2.00 pm on your arrival date and you must leave your accommodation by 10.00 am on the morning of your departure. Arrivals outside of the hours of 8.00 am to 10.00 pm should be notified to us in advance to ensure that keys are made available to the out of hours duty officer.  Luggage cannot be stored for early arrivals or late departures. Loss of Keys or ID cards must be reported to the reception.  Replacements can obtained from the reception but will be charged for at the following rates:

a)     £5.00 for each replacement card issued at all sites

b)     Between £20.00 - £30.00 for each replacement key issued

7.2 You are responsible for ensuring that all members of your party arrive after 2pm and depart by 10.00am on the morning of your departure.  We reserve the right to charge for additional days if rooms are not vacated on time.

8. OCCUPANCY

8.1 You must not allow the rooms to be occupied by more than the designated occupancy level (all are single rooms) or modify significantly the makeup of your party during the duration of your stay. If we find that you have exceeded the designated occupancy level, you will be in breach of the conditions of your occupancy and we may cancel the remainder of your reservation and ask you to leave your room and charge you an additional nightly rate for each night that the occupancy level was exceeded.

8.2  The furniture and equipment has been inventoried and must not be transferred from one room to another, or exchanged between rooms.

9. VISITOR OBLIGATIONS

9.1 You agree to comply with, and procure that all members of your party comply with, the following conditions:

(a)    You will keep and leave the accommodation clean and tidy;

(b)    You will comply with all of our policies and procedures which are available at the relevant property including fire regulations and procedures;

(c)    You will not allow any children that are unable to prove to our satisfaction that they are 16 or over onto our property;

(d)    You will not allow pets or any other animals onto the premises;

(e)    You will be responsible for the cost of making good any damage done by either you or any members of your party or any invited guests;

(f)    You will notify us of any breakages and damage as soon as possible;

(g)    You will not smoke anywhere on the premises and you may be charged a £100 fine if you are found to have been smoking;

(h)    You will not behave in such a way as to threaten injury to any person, cause disruption or distress or damage any property;

(i)    You will not interfere with our right of possession and control of the accommodation at any time, and you agree that this agreement is not intended to confer any exclusive possession of the accommodation to you.

(j)    You will not allow any illegal substances to be brought onto Sanctuary Management Services premises under any circumstances;

(k)    No candles or naked flames will be permitted in the residences;

(l)    You will respect the quiet hours between 23:00 and 08:00 to include all areas to the front and sides of the buildings.

(m)    You will at all times comply with the instructions of our staff and security guards as regards health and safety and the wellbeing of residents generally.

9.2 If you, or any member of your party, are in breach of the conditions in 9.1 above, we reserve the right to ask you and all members of your party to leave the accommodation and you will not be entitled to a refund.

9.3 We reserve the right to charge for additional nights if a room has been left in a condition which makes it temporarily unfit for hire.

10. SERVICES

10.1 Where a linen and weekly service is stated to be provided in your confirmation email, the relevant rooms will have the bathroom cleaned and the linen changed on a weekly basis.   

10.2 There are no additional charges for use of common rooms and other facilities, but these will only be available if they have not been reserved for the use of teaching and/or other groups, or are out of commission due to planned works.

11. LIMITATION OF LIABILITY

11.1 We will be responsible for any reasonable and appropriate losses that you suffer as a result of us breaking this agreement or any other matter related to or arising from your booking up to the price of your booking.

11.2. Subject to the provision below, SSH is not liable for:

(a) the death of, or injury to the Client, their party; or

(b) loss, theft or damage to any property of the Client or that of the Client's party; or

(c) any losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability  incurred by the Client or that of the Client’s party in the exercise or purported exercise of the rights granted by the Agreement.

11.3 This does not limit in any way our liability:

(a)    for death or personal injury caused by our negligence;

(b)     for fraud or fraudulent misrepresentation; or

(c)    for any matter for which it would be illegal for us to exclude, or attempt to exclude, our liability.

12. COMPLAINTS

12.1 We hope that you have a trouble free and enjoyable stay, but we recognise that things can and occasionally do go wrong.   Any cause for complaint should be notified to the residence office reception during office hours or the duty officer outside office hours.

12.2 If it has not been possible to rectify your previously notified complaint during the duration of your stay, please write to the Business Support Manager, Dinwiddy House, 189-205 Pentonville Road, London, N1 9NF within 28 days of your departure. After this period, our ability to investigate the matter may be severely hampered.

13. WRITTEN COMMUNICATIONS

13.1 Applicable laws require that some of the information or communications we send to you should be in writing. When using our website, you accept that communication with us will mainly be electronic. We will contact you by e-mail or provide you with information by posting notices on our website. For contractual purposes, you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in writing. This term does not affect your statutory rights.

14. NOTICES

14.1 All notices given by you must be given to Business Support Manager at Accommodation Office, Dinwiddy House, 189-205 Pentonville Road, London N1 9NF or summerbreaks@sanctuary-students.com. We may give notice to you at either the email or postal address you provide to us when placing an order, or in any of the ways specified in clause 14 above. Notice will be deemed received and properly served immediately when posted on our website, 24 hours after an email is sent, or three days after the date of posting of any letter. In providing the service of any notice, it will be sufficient to prove, in the case of a letter, that such letter was properly addressed, stamped and placed in the post and, in the case of an email, that such email was sent to the specified email address of the addressee.

15. TRANSFER OF RIGHTS AND OBLIGATIONS

15.1 The Contract between you and us is binding on you and us and on our respective successors and assigns.

15.2 You may not transfer, assign, charge or otherwise dispose of the Contract, or any of your rights or obligations arising under it, without our prior written consent.

15.3 We may transfer, assign, charge, sub-contract or otherwise dispose of the Contract, or any of our rights or obligations arising under it, at any time during the term of the Contract.

16. EVENTS OUTSIDE OF OUR CONTROL

16.1 If any event occurs which is outside of our reasonable control and such event prevents us from performing the Contract, we will be entitled to cancel the Contract and will provide you with a full refund on a pro rata basis for the elements of the Contract that we have not been able to perform. We will use our reasonable endeavours to bring the event to a close or find a solution by which our obligations under the Contract may be performed despite the event.

17. GENERAL

17.1 If we fail, at any time during the term of the Contract, to insist upon strict performance of any of your obligations under the Contract or any of these terms and conditions, or if we fail to exercise any of the rights or remedies to which we are entitled under the Contract, this shall not constitute a waiver of such rights or remedies and shall not relieve you from compliance with such obligations.

17.2 If any of these Terms of Hire or any provisions of the Contract are determined by any competent authority to be invalid, unlawful or unenforceable to any extent, then to the same extent the relevant provisions will not apply to the remaining terms, conditions and provisions which will continue to be valid to the fullest extent permitted by law.

17.3 We intend to rely upon the written terms set out in these Terms and Conditions of Hire.  If you require any changes, please make sure you ask for these to be put in writing. In that way, we can avoid any problems surrounding what we and you are expected to do.

17.4 These Terms and Conditions of Hire and the Contract are governed by the relevant laws of the United Kingdom and we agree to submit to the non-exclusive jurisdiction of the relevant courts of the United Kingdom.

18. PRIVACY DATA PROTECTION ACT 1998

18.1 This clause 18 sets out how we use your personal information. 

18.2 We will request information from you in order to make your booking including your name, address, postcode and other contact information including email address and telephone/mobile number.  We may also request general information about you including your personal or professional interests, experiences with our services and your contact preferences.  Website usage information may be collected using cookies.

18.3 We use this information to provide you with the services and also for internal record keeping, improving service delivery, answering your queries and contacting you for research and surveys.

18.4 We may contact you by email, phone or mail, unless you have registered with the appropriate Preference Service or opted for us not to do so.

18.5 We would like to provide you with information about events, services and other information which we think you may find interesting. We may send you such information by email, mail or telephone unless you have registered with the appropriate Preference Service or have asked us not to.

18.6 If at any time you do not want your information used for direct marketing purposes please contact us by email at ContactUs@sanctuary-housing.co.uk or in writing to:

Sanctuary Group, Chamber Court, Castle Street, Worcester, WR1 3ZQ.

18.7 We may share your personal information with companies performing services on our behalf who will only use the information to provide that service. We may also share your personal information with other members of our corporate group, or a purchaser or potential purchaser of our business. In some circumstances, we may have to disclose your personal information by law, because a court or the police or other law enforcement agency has asked us for it.

18.8 You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please contact us in writing at Sanctuary Group, Chamber Court, Castle Street, Worcester, WR1 3ZQ. If you think any information we have about you is incorrect or incomplete, please write or e-mail us as soon as possible. We will correct or update any information as soon as possible.

18.9 If you no longer wish us to store your personal information, please contact us by email at ContactUs@sanctuary-housing.co.uk or in writing to Sanctuary Group, Chamber Court, Castle Street, Worcester, WR1 3ZQ and we will delete it from our database unless we need to continue to hold some details about you after your relationship with us has ended, for example for legal and regulatory purposes.